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VOLUNTEER FLORIDA PROVIDER AGREEMENT (2)
2014 -2015 Program Year IFF volunteerflorida 00245027 -1 1 2014 -2015 Program Year VOLUNTEER FLORIDA PROVIDER AGREEMENT This provider agreement is hereby made and entered into as of this 1= day of January (month) 2015 (year) (the "Effective Date "), by and between the Florida Commission on Community Service, doing business as Volunteer Florida (the "Commission "), having its principle place of business at 3800 Esplanade Way, Suite 180, Tallahassee, FL 32311, and Clearwater Police Department, a corporation organized under the laws of the State of Florida with its principal place of business located at 645 Pierce Street Clearwater, Florida (the "Provider ") (collectively, the "Parties") and referred to herein as the "Provider Agreement." In consideration of the contracted services by the Commission and of the advantages and benefits received by the Provider by virtue of such relationship, the receipt and adequacy of all of which considerations are hereby acknowledged; NOW THEREFORE, in consideration of the mutual covenants hereinafter set forth herein, the Parties agree as follows: PROVIDER AGREEMENTS A. Compliance. 1. The Provider will utilize AmeriCorps Members in accordance with the application submitted by the Provider for funding (the "Grantee Application "). The Provider must comply with the requirements of the National and Community Service Act of 1990 and the National and Community Service Trust Act of 1993. The Provider shall also comply with applicable Federal cost principles, administrative, and audit requirements as well as all applicable Florida Statutes. Additionally, the Provider will adhere to all federal statutes, regulations, or other laws related to the Americans with Disabilities Act of 1990, and any amendments thereto. The Provider is additionally responsible for prohibiting discrimination in accordance with AmeriCorps Provisions. 2. All such requirements are incorporated herein by reference. 3. The Provider will rectify all compliance issues identified by the Commission in writing within the time period set forth by the Commission or all reimbursements will be withheld until the Commission is satisfied all deficiencies have been corrected. Written documentation should include how all noted deficiencies were corrected or an acceptable justification, action plan and timeline of compliance for any deficiencies not corrected within the time period set forth. 00245027 -1 2 2014 -2015 Program Year 4. By signing this contract, the Provider acknowledges receipt of the AmeriCorps Provisions which are identified in Exhibit IV attached hereto and incorporated by reference herein. 5. The Provider further agrees to adhere to all AmeriCorps Provisions and associated regulations, and the most current policies of the state of Florida as implemented by the Commission and of the federal government. The Provider is responsible for ensuring that all staff, agents, volunteers, or any other individuals or participants acting on behalf of the Provider acts in accordance with all such regulations and policies. B. Program Name. The Provider may not change its program name, as identified in its Funding Application without the prior written approval of the Commission. C. Program Performance Measures and Training. Program performance measures, required trainings, and additional programmatic requirements are referenced in Exhibit II, attached hereto and incorporated by reference herein. D. Budget. The budget for the delivery of services described in the Provider Agreement, (the "Program Budget ") as well as a budget narrative is identified in Exhibit III, which is attached hereto and incorporated by reference herein. 1. Match Requirements and Cash or In -Kind Contributions: a) The Provider must provide matching funds cash or in -kind contributions as a dollar amount as stated in Exhibit III of the Provider Budget. b) Partnering organizations working with the Provider to provide cash or in -kind contributions must submit a letter on their organization's letterhead signed by an authorized official of the organization stating the amount of cash or in -kind contribution donated to the Provider and any required stipulations. Cash or in -kind contribution letters must include a description of each service or resource that will be provided and the dollar value of each. These letters must be submitted to the Commission within thirty (30) days of the Effective Date. 2. Budget Revisions: Approval must be obtained by the Commission if the Provider intends to adjust a budget line by ten percent (10 %) or more of the Provider Budget. The Commission reserves the right to disallow any such revisions. Revisions to the Program Budget must be submitted using the Volunteer Florida Budget Revision Request Form attached hereto as Exhibit V and incorporated herein by reference. 00245027-1 3 2014 -2015 Program Year E. Property. The Provider agrees that any purchases in furtherance of the Provider Agreement shall be procured in accordance with the provisions of Florida Statutes §§ 403.7065 and 287.045. To be reimbursed by the Commission for the purchase of any goods to be used in furtherance of the Provider Agreement, which are not identified in the approved Program Budget and have a purchase price equal to or greater than $500.00, the Provider must obtain prior written approval from the Commission. F. Internet Access. The Provider agrees to provide the AmeriCorps Members Internet access and e -mail capability as is necessary for program reporting and communications related to this Provider Agreement. G. Administration of Members with Disabilities Survey. The Provider will provide the Commission developed electronic survey link to all Members to complete the Commission's Survey to Determine the Number of Persons with Disabilities Serving Florida's Communities (the "Disabilities Survey "). The Provider will ensure the Disabilities Survey is administered according to Commission guidelines, which may be amended from time to time. H. Planning and Program Reporting. 1. Progress Reports. All first year AmeriCorps programs are required to complete and submit Monthly and Quarterly Progress Reports ( "Progress Reports ") during the term of the Provider Agreement via a format approved by the Commission. Monthly Progress Reports shall be submitted by the Provider no later than the fifteenth (15th) calendar day of each month, and Quarterly Progress Reports shall be submitted by the Provider no later than fifteen (15) days following each quarterly period from the Effective Date. Notwithstanding, the Commission reserves the right to require Providers to submit any Progress Report at any point during the term of the Provider Agreement. 2. Disability Community Development Plan. The Provider will submit a Disability Community Development Plan ( "DCDP "), as defined in the AmeriCorps program for the purpose of establishing partnerships with third -party organizations whose primary mission is serving persons with disabilities and for establishing opportunities for persons with disabilities to have service related experiences with individual AmeriCorps programs. The DCDP must be submitted to the Commission within six (6) months of the Effective Date of the Provider Agreement. 3. Sustainability Plan. It is understood that the funding provided by the Commission for this program is "seed money" to be used by the Provider to provide services to the community, with the assistance of the Commission that will eventually be continued and managed locally with minimal federal funds or 00245027 -1 4 2014 -2015 Program Year responsibility for the program. The Commission is not responsible for providing any goods, services, or other resources, including monetary resources to the Provider. Accordingly, the Provider will develop or update a sustainability plan in accordance with the requirements of the Commission ( "Sustainability Plan "). I. Other Reports. The Provider agrees to provide other reports as may be requested by the Commission. 1. Fiscal Online Training. The Provider must submit certification of completion or memorandum stating completion of the online CNCS Key Concepts of Financial and Grants Management training located on the CNCS Resource Center website ( www .nationalserviceresources.org) within forty -five (45) days of the Effective Date. The Program Director and Fiscal Contact, as identified herein, must complete this online course. Confirmation of completion should be submitted with the first Reimbursement Invoice, as defined below. If the Provider fails to complete this online course the Commission reserves the right to withhold payment. 2. National Criminal History Checks Online Training. The Provider must submit certification of completion or memorandum stating of completion of the online CNCS National Service Criminal History Checks training located on the CNCS Resource Center website ( www .nationalserviceresources.org) within forty -five (45) days of the Effective Date. The Program Director and Fiscal Contact, as identified herein, must complete this online course. Confirmation of completion should be submitted with the first Reimbursement Invoice, as defined below. If the Provider fails to complete this online course the Commission reserves the right to withhold payment. 3. Financial Reports for Reimbursement. The Provider will submit to the Commission a monthly invoice using the Volunteer Florida Invoice Form attached hereto as Exhibit VII and incorporated herein by reference (the "Reimbursement Invoice ") along with a completed Monthly Financial Report attached hereto as Exhibit IX. With the exception of the Final Financial Reports, as identified in Exhibit III attached hereto and referenced herein, all Reimbursement Invoices are due no later than the 15th of each month. If circumstances occur delaying the Reimbursement Invoice, an explanation should be sent in writing, electronically, to the Commission before the Reimbursement Invoice is due. If the provider submits invoices late on more than three (3) occasions consecutively the Commission reserves the right to forfeit payment. 4. First Reimbursement Invoice. The Provider will submit to the Commission their first monthly invoice within 45 days of start up. Included within this first invoice, a copy of the Monthly Financial Report, a confirmation of completion of 00245027 -1 5 2014 -2015 Program Year the financial training and of the criminal history checks training, a copy of the completed Exhibit VIII (National Criminal History Check Status Form) and supporting documentation must be included to be considered for reimbursement. Failure to provide any one of these documents will result in a delay of payment. 5. Supporting Documentation. The Provider will submit supporting documentation for all expenditures related to performance under the Provider Agreement on a monthly basis. Errors in the Reimbursement Invoices, or any supporting documentation, will result in delay of payment. The Commission reserves the right to review any documents related to Reimbursement Invoices at any time during the program period. 6. Final Financial Reports for Reimbursement and Close out Checklist. The Provider agrees to submit its final Reimbursement Invoice within forty -five (45) calendar days of the ending date of this contract or the date of contract termination, whichever is earlier. If the Provider fails to submit the final Reimbursement Invoice within the forty -five (45) calendar days, all rights to any such payments are forfeited. Provider must also submit a completed AmeriCorps Program Closeout Checklist (the "Closeout Checklist ") within forty - five (45) calendar days after the ending date of this contract or the date of contract termination, whichever is earlier. If the Provider fails to submit the Closeout Checklist within the specified time, final payment will be delayed or forfeited. 7. Audits. The Provider agrees to provide the Commission financial and compliance audits of the Provider within 180 days after the end of the Provider's fiscal year in accordance with OMB Circular A -133 and to ensure that all related party transactions are disclosed to the auditor. The Provider will make every effort to include funds received from Volunteer Florida within their sample for the A -133 audit. 8. Property. At the end of the Provider Agreement the Provider agrees to submit a current inventory of all goods purchased in furtherance of the Provider Agreement with a purchase price equal to or greater than $500.00, that were purchased with funds provided through this Provider Agreement (the "Equipment Inventory"). The Equipment Inventory must include a description of the property, model number, and serial number, date of acquisition, cost, inventory number and information on the location, condition, transfer, replacement or disposition of the property. The Equipment Inventory is due to the Commission within thirty (30) days of the Termination Date, as defined below. 00245027 -1 6 2014 -2015 Program Year The Commission has the right, upon termination of this Provider Agreement, to title and possession of any goods purchased by the Provider in furtherance of this Provider Agreement. The Provider will act with good faith in to comply with this provision of the Provider Agreement and ensure the Commission has knowledge of such goods and access to retrieve same. If the Commission chooses not to accept title or possession of such goods the Commission may require the equivalent cash value in lieu of title and possession. Disposing of property, including technology equipment, will require the program to follow the Property Disposal Protocol and prior approval by the Commission. J. Partnership Development and Site Agreement 1. The Provider may enter into written agreements with other private and public organizations in the targeted communities, as identified in the Funding Application, to cooperate and coordinate the provision of services under the terms of this Provider Agreement. 2. Such partnerships may include, but are not limited to, the following agreements: a) contributions of cash support for the services provided under the terms of this contract; b) contributions of in -kind support for the services provided under the terms of this contract; c) coordination of service activities to prevent duplication of effort; d) evaluation of service activities, member development, etc.; e) training, training space or trainers; f) promotions or public relations; and g) provisions for member supervision or service site supervision. 3. Agreements with partnering organizations to provide member supervision and /or service sites must be in writing, adhere to the AmeriCorps Provisions and Regulations and include the following items: a) description of services to be provided by members; b) designation of person(s) responsible for member supervision and verification of member service hours; c) description of prohibited member activities; and d) other supervision or programmatic responsibilities. 4. The Provider shall include a list of its partner organizations on materials as appropriate including; a) brochures; b) flyers; c) posters; and d) public service announcements. 00245027 -1 7 2014 -2015 Program Year K. Disaster Preparedness, Response, Recovery or Mitigation. CNCS, under agreement with the Federal Emergency Management Agency (FEMA) and the Commission, under agreement with the Florida Division of Emergency Management (DEM) requires the availability of AmeriCorps Members for assignment to provide assistance in disaster preparedness, response, recovery, mitigation activities, or other emergency related activities ( "Emergency Assistance "). Disasters that could impact Florida include natural events such as hurricanes, tornadoes, and floods and man -made events, such as hazardous materials and terrorist events. As part of its commitment to community service, the Provider agrees to establish and maintain a disaster - oriented role with a partner organization for its members, staff and volunteers to provide disaster preparedness, response, recovery or mitigation activities. This may include, but is not limited to: community preparedness education, shelter operations, mass feeding, debris removal, community outreach or other disaster related activities. This disaster - oriented role will be documented in writing with a letter of acknowledgement from the partnering organization. Providers will work with a partnering organization to ensure its staff, volunteers, and any other related parties are trained as needed and appropriate for their disaster - oriented role with their partner organization. All program members are required to receive basic level emergency management or disaster training. Program Members may be requested to provide assistance anywhere in the State of Florida. Provider staff and AmeriCorps Members shall serve under the direction and control of the Provider and shall not be considered volunteers to FEMA or DEM for purposes of Florida Statutes, Chapter 110, Part IV. Requests for Emergency Assistance will be made on behalf of the State Coordinating Officer, as identified in any declaration of emergency issued by the Governor of the State of Florida, through the Commission's Director of Emergency Management and Volunteer Services after consulting with the state CNCS office disaster coordinator. All related activities undertaken by a Provider will be done in cooperation with local offices of emergency management. Approved expenses incurred as a result of Provider activities related to Emergency Assistance may be reimbursed. According to State of Florida and Federal regulations, non - profit entities responding in times of disaster may request reimbursement directly from FEMA. Providers responding at the request of the State Coordinating Officer would be eligible for reimbursement of Emergency Assistance related expenses. The Commission will furnish the Provider with additional information about expenditure reimbursement as necessary. Training costs associated with providing Emergency Assistance will not be reimbursable unless arrangements are made in advance. The Commission has identified low and no cost training opportunities statewide. Providers 00245027 -1 8 2014 -2015 Program Year may contact the Commission's Director of Emergency Management and Volunteer Services for specific training questions and opportunities. L. Training and Technical Assistance. Training or technical assistance provided by or to the Provider, including its staff, volunteers, and related parties, or AmeriCorps Members under this contract must be designed to facilitate the improvement of the services, strengthen the development of skills and knowledge for the staff and the AmeriCorps Members, and strengthen the communities in which services are provided. Training or technical assistance may be provided directly by the Provider, a community partner (such as a local volunteer center) or other local resources requested from or coordinated through the Commission. M. National Service Activities. During the Term of the Provider Agreement the Provider will schedule and conduct at least one direct service activity as part of the Seasons of Service, the designated national service days of CNCS. N. Quality Assurance and Evaluation 1. The Provider will track and document progress made toward accomplishing the performance measures identified in the Provider's application for funding and specific deliverables of this Provider Agreement. 2. The Provider agrees to facilitate, conduct and participate in technical assistance, external .reviews, and other continuous improvement activities related to these services. 3. To be assured of satisfactory performance of the terms and conditions of the Provider Agreement, the Provider agrees to permit persons duly authorized by the Commission to inspect any records, papers, documents, facilities, goods and services of the Provider that are relevant to this contract, or to interview any clients, employees, volunteers, or any other parties affiliated with the Provider upon reasonable notice. This includes the Commission's right to conduct on- site visits of the Providers offices and any location where the Provider is providing goods or services pursuant to the Provider Agreement. The Provider specifically agrees to assure that financial records will be subject, at all reasonable times, to inspection, review or audit by Commission personnel or individuals authorized by the Commission. 4. The Provider will conduct a minimum of one survey during the course of performance under the Provider Agreement to examine primary stakeholder satisfaction with the program services (the "Stakeholder Survey "). The Provider shall adhere to Commission guidelines in conducting the Stakeholder Survey which shall seek feedback from multiple parties, including, but not limited to the following: 00245027 -1 9 00245027 -1 2014 -2015 Program Year a) service recipients; and b) any partnering organization as identified in the Provider Agreement. 5. The Commission requires participation for all AmeriCorps programs in the Florida Statewide Evaluation conducted by Florida State University, under contract to the Commission. 6. The Provider will facilitate contact with community agencies or individuals for the Commission or its consultants; 0. Records and Documentation 1. The Provider agrees to maintain records of deliverables, including reports and program and participant data; financial records, supporting documents, statistical records and any other documents (including electronic storage media) arising out of this Provider Agreement for a period of six (6) years after termination of this Provider Agreement. If an audit has been initiated and audit findings have not been resolved at the end of six (6) years, the records shall be retained until resolution of the audit findings or any litigation which may be based on the terms of this subcontract. 2. The Provider agrees to allow public access to all documents, papers, letters, or other materials subject to the provisions of Florida statutes, including, but not limited to, Chapter 119, Fla. Stat., made or received by the Provider in conjunction with the Provider Agreement. The Provider's refusal to comply with this provision will constitute a breach of contract. i. Safeguarding Information. The Provider agrees not to use or disclose information concerning a recipient of services under this contract for any purpose not in conformity with any Florida statutes, including, but not limited to Chapter 119, Florida Statutes, or federal regulations, including, but not limited to 45 CFR, Part 205.50, except upon written consent of the recipient or the recipient's responsible parent or guardian when authorized by law. ii. Assignments and Subcontracts. The Provider may not assign this Provider Agreement, or sub - contract any portion of the work contemplated under this Provider Agreement without prior written approval of the Commission. No such approval by the Commission will be deemed in any manner to provide for the incurrence of any obligation of the Commission in addition to the total dollar amount agreed upon in this contract. All such assignments or sub - contracts will be subject to the terms and conditions of this Provider Agreement, and any other obligations the Commission may require. The Provider agrees to include 10 2014 -2015 Program Year audit and record keeping requirements in all approved assignments and sub - contracts entered into by the Provider for any services for $25,000.00 or greater. iii. Indemnification. Provider agrees to indemnify and holds the Commission, its officers, directors, employees, affiliates, licensees, and agents harmless from any and all costs, (including reasonable attorneys' fees, disbursements, expenses, and court costs), expenses, damages, or other liability to third parties arising from or related to this Provider Agreement. The Provider shall give prompt notice as described herein to the Commission of any suits, claims, or demands by third parties which may give rise to any claim for which indemnification may be required under this Provider Agreement; provided however, that failure to give such notice shall not relieve the Provider of its obligation to provide indemnification hereunder except, if and to the extent that such failure materially and adversely affects the ability of the Provider to defend the applicable suit, claim, or demand. The Provider shall be entitled to assume the defense and control of any such claim at its own cost and expense; provided, however, that the Commission shall have the right to be represented by its own counsel at its own cost in such matters. Neither the Provider nor the Commission shall settle or dispose of any such matter in any manner which would adversely affect the rights or interests of the other party (including the obligation to indemnify hereunder) without the prior written consent of the other party, which shall not be unreasonably withheld or delayed. Each party shall cooperate with the other party and its counsel in the course of the defense of any such suit, claim or demand, such cooperation to include without limitation using reasonable efforts to provide or make available documents, information and witnesses. Nothing contained herein shall constitute a waiver by either party of its sovereign immunity or the provisions of Florida statute, §768.28. iv. Incident Reporting. In compliance with all applicable Florida Statutes, including, but not limited to Chapter 415, Florida Statutes an employee or agent of the Provider who knows, or has reasonable cause to suspect that a child, elder, or adult with a disability is or has been abused, neglected or exploited, shall immediately report such knowledge or suspicion to the abuse registry operated by the Florida Department of Children and 11 00245027 -1 2014 -2015 Program Year Families on the single statewide toll -free telephone number at 1- 800 -96 -ABUSE (800- 962- 2873). P. Insurance. The Provider agrees to provide adequate liability, workers compensation, fidelity, property and vehicle insurance coverage on a comprehensive basis and to hold such insurance at all times during the existence of this subcontract. The Provider accepts full responsibility for identifying and determining the type(s) and extent of insurance necessary to provide reasonable financial protections for the Provider and the clients to be served under this subcontract. Upon execution of this subcontract, the Provider will furnish the Commission written verification supporting both the determination and existence of all such insurance coverage. The Provider shall provide proof of insurance coverage to the Commission within 45 days of the Effective Date. Q. Sponsorship 1. The Provider agrees to, in publicizing, advertising, or describing the sponsorship of a program funded wholly or in part by the Commission, state "Sponsored by - - -- and Volunteer Florida ". If the sponsorship reference is in written material, the words "Volunteer Florida" shall appear in the same size letter or type as the name of the Provider. 2. The Provider agrees to incorporate the Volunteer Florida logo as appropriate on all letterhead, brochures, newsletters, business cards, stationery, posters, flyers, and other written and pictorial communication media for all programs funded wholly or in part by the Commission. 3. The Provider agrees to notify the External Affairs Director of the Commission as soon as possible when engaging in contact with the media; and to provide the Commission's tag line as listed below, to all media contacts for all programs funded wholly or in part by the Commission. a) Volunteer Florida is the Governor's lead agency for volunteerism and national service in Florida. Volunteer Florida grants funds to educational foundations, nonprofits, and faith -based organizations to administer AmeriCorps and National Service Programs. Volunteer Florida leads Florida's national days of service including September 11 and Martin Luther King Jr., Day. During disasters, Volunteer Florida is the lead agency for volunteers and donations. For more information, visit: www.volunteerflorida.orq. R. Conflict of Interest. The Provider shall affirm that neither the Provider, nor any of its directors, officers, members or employees has any interest nor shall acquire any interest, either directly or indirectly, which would conflict in any manner or degree with performance of the service hereunder. The Provider further agrees that in the 12 2014 -2015 Program Year performance of the Provider Agreement, no person having such interest shall be employed by the Provider. S. Nepotism. No person may hold a job or position with the Provider in which a member of his/her immediate family exercises supervisory authority within the program. A member of an immediate family includes: husband, wife, father, father -in -law, mother, mother -in -law, brother, brother -in -law, sister, sister -in -law, son, son -in -law, daughter, daughter -in -law and separated spouses. II. COMMISSION AGREEMENTS A. Reimbursements. Complete and accurate Reimbursement Invoices will be processed by the Commission within forty-five (45) days after receipt of the invoice. Failure to submit a timely or accurate invoice will result in monthly payments being withheld. B. Technical Assistance. In those instances where the Commission is unable to provide direct technical assistance to the Provider, the Commission will assist the Provider in obtaining any necessary technical assistance and training as determined by the Commission to be necessary for proper performance by the Provider under this Provider Agreement. C. Site Visits. Following any quality assurance or continuous improvement review, the Commission will deliver in a timely fashion to the Provider a written report with comments and recommendations regarding the manner in which services are being provided. D. Contract Continuation. Not applicable. III. PROVIDER AND COMMISSION MUTUAL AGREEMENTS A. Provider Agreement Term. The term of the Provider Agreement is for a period of twelve months beginning on the Effective Date as identified above and terminating on the 31.- day of December. (month) 2015 (year) (the "Termination Date"). 00245027.1 B. Contract a. Total Contract Amount $314.592 b.. Total CNCS Share: $148.346 c. Total CNCS Share for VF Support $8.695 d. Total Grantee (Provider) Share: $166.246 C. Contract Deductions and Withholdings. The Commission reserves the right to deduct the following expenses from the Provider Budget 13 2014 -2015 Program Year a. The Provider will allocate $1,000 for the Volunteer Florida Statewide Evaluation. b. Commission's Fixed Fee for Administrative Costs up to 2 %: $9.392 1. Contract Grantee and Match Amount. The Provider agrees to contribute $166,246 as cash or in -kind contributions. If the provider is unable to meet the minimum requirement of the cash or in -kind contribution, the Provider must submit a letter of justification to the Commission. A determination will be made by the Commission, without recourse, as to the merit of the justification. Based on the justification, the Commission may reduce the Provider's reimbursable grant amount proportionately based on the amount of grant match funds expended. Notification of the Providers' failure to meet the minimum requirement should be submitted to the Commission 90 days prior to the end of the Term of the Provider Agreement. If the Provider is unable to meet their contracted match amount and a letter of justification is not submitted to the Commission, the Commission reserves the right to hold payments and utilize the Provider's reimbursement request to meet the contracted match amount. D. Type of Contract. This will be a cost reimbursement contract. Reimbursement for the contracted services will be contingent upon the documented allowable expenditures for the specified contract period. The Commission's performance and obligation to pay for services rendered under this contract is contingent upon available funding from CNCS and the State of Florida. E. Ownership and Sharing of Grant Products. The Provider, to the extent possible, agrees to make products produced under this contract available to others in the field at the cost of reproduction. The Commission retains royalty -free, non - exclusive and irrevocable licenses to obtain, use, reproduce, publish or disseminate products, including data, produced under this contract and to authorize others to do so. The Commission may distribute such products through a designated clearinghouse. The Provider may not sell any work that includes the Commission logo without prior written approval from the Commission. F. Contract Amendments. All amendments to the Provider Agreement must be in writing and utilize the format provided in Exhibit VI, attached herein and incorporated by reference. Further, any such amendments must be executed by authorized representatives of the Commission and the Provider. G. Termination. 00245027 -1 14 00245027 -1 2014 -2015 Program Year 1. Termination at Will. This contract may be terminated without cause by either of the Parties upon no less than sixty (60) calendar days notice provided in writing in accordance with all notice provisions included herein, unless both parties mutually agree upon a lesser time. Notice will only be sufficient if it complies with the notice requirements identified herein. 2. Termination Due to Lack of Funds. In the event the Commission determines funds necessary to finance this Provider Agreement become unavailable, the Commission may immediately terminate the Provider Agreement by providing written notice in accordance with all notice provisions herein. The Commission shall be the final authority as to the availability of funds. 3. Termination for Breach. The Commission may immediately terminate this Provider Agreement for cause, including for non - compliance or breach of contract by the Provider. If applicable, the Commission may employ the default provision in Florida Administrative Code, Chapter 60A- 1.006(3). Waiver of breach of any provisions of this contract shall not be deemed to be a waiver of any other breach and shall not be construed to be a modification of the terms of this contract. The provisions herein do not limit the Commission's right to remedies of law or to damages. 4. Overpayment. In the event that the Commission, the Provider or an auditor discovers an overpayment has been made to the Provider, the Provider will repay the overpayment within thirty (30) calendar days. H. Notice and Contact. Any notice required pursuant to the Provider Agreement must be delivered by certified mail, return receipt requested, or in person with proof of delivery. The primary contact for all matters relating to this Provider Agreement shall be the staff listed herein, unless otherwise specified in writing. The primary contact will notify all parties in writing of alternative contacts should that person become unavailable. 1. The name, address and telephone number of the Commission's Program Consultant to contact regarding programmatic issues, for the contract is: Jamie Cliburn, Program Manager 3800 Esplanade Way, Suite 180 Tallahassee, Florida 32311 (850) 414 -7400 jcliburn @volunteerflorida.org OR Cat Keen, National Service Programs Director 3800 Esplanade Way, Suite 180 Tallahassee, Florida 32311 (850) 414 -7400 15 00245027 -1 2014 -2015 Program Year cat @volunteerflorida.orq 2. The name, address, and telephone number of the Commission's Financial contact for contract, compliance and budget issues for the contract is: Janis Timmons, Finance Director 3800 Esplanade Way, Suite 180 Tallahassee, Florida 32311 (850) 414 -7400 per @volunteerflorida.orq 3. The name, address, and telephone number of the Provider's Program Director is: Name: Timothy Downes Title: AmeriCorps Program Coordinator Address: 645 Pierce Street, Clearwater FL 33756 Phone: 727 -562 -4146 e -mail: Timothy.Downes @myclearater.com 4. The name and mailing address of the Fiscal Contact for the Provider is: Name: Steven King Title: Administrative Support Manager Address: 645 Pierce Street, Clearwater FL 33756 Phone: 727 -562 -4190 e -mail: Steven.King @myclearwater.com 5. The physical mailing address where financial and administrative records are maintained and the name and contact information of a Provider representative with access to the records maintain at this location Name: Jean Griggs Title: Police Records Manager Address: 645 Pierce Street, Clearwater FL 33756 Phone: 727- 562 -4455 e -mail: Jean.Griggs. @myclearwater.com 6. In the event that different representatives are designated by either party after execution of this contract, notice of the name, address and telephone number of the new representative will be rendered in writing to the other party and said notification attached to originals of this contract. 16 zu14 -2015 Program Year All Terms and Conditions Included. This Provider Agreement and its attachments as referenced below and incorporated herein contain all the terms and conditions agreed upon by the parties. Exhibit I - Approved AmeriCorps Proposal Exhibit II - Programmatic Requirements and Performance Measures Exhibit III - Approved Budget and Budget Narrative Exhibit IV - AmeriCorps Provisions Exhibit V - Budget Revision Request Form Exhibit VI - Contract Amendment Form Exhibit VII - Volunteer Florida Monthly Invoice Worksheet Exhibit VIII - National Criminal History Check Status Form Exhibit IX - Monthly Financial Report Exhibit X - Property & Equipment Inventory Exhibit XI - Program Closeout Checklist Exhibit XII - Contract Checklist IN WITNESS THEREOF, the parties hereto have caused this contract to be executed by their undersigned officials as duly authorized. Countersigned: — c(eogncr 2\kka5 George N. Cretekos Mayor Approved as to form: Robert J. ette Assistant •' y Attorney Provider Fiscal Year End Date: ,7/./o/..zo /5*-- FEIN #: g-41 COMMISSION Signed by: " hester64. Spellman Chief Executive Officer 00245027 -1 CITY OF CLEARWATER, FLORIDA By: 1, 0 .t..K &i s ty A/494-04,--4: William B. Home II City Manager Attest: Qt ' o emarie Call City Clerk lthi/`c Date 17 PART I - FACE SHEET APPLICATION FOR FEDERAL ASSISTANCE Modified Standard Form 424 (Rev.02 /07 to confirm to the Corporation's eGrants System) 1. TYPE OF SUBMISSION: Application X Non- Construction 2a. DATE SUBMITTED TO CORPORATION FOR NATIONAL AND COMMUNITY SERVICE (CNCS): 2b. APPLICATION ID: 14AC159415 3. DATE RECEIVED BY STATE: 19- JUN-14 STATE APPLICATION IDENTIFIER: N/A 4. DATE RECEIVED BY FEDERAL AGENCY: FEDERAL IDENTIFIER: 12AFHFL0010012 5. APPLICATION INFORMATION LEGAL NAME: Clearw ater Police Department DUNS NUMBER 078307303 NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give area codes): NAME Nancy Miller TELEPHONE NUMBER (727) 562 -4142 FAX NUMBER (727) 562 -4466 INTERNET E -MAIL ADDRESS: nancy.miller @myclearw ater.com ADDRESS (give street address, city, state, zip code and county): 645 Pierce St aearw ater FL 33756 - 5400 County: 6. EMPLOYER IDENTIFICATION NUMBER (EIN): 596000289 7. TYPE OF APPLICANT: 7a. Local Government - Municipal 7b Law Enforcement Agency 8. TYPE OF APPLICATION (Check appropriate box). NEW l I NEW /PREVIOUS GRANTEE X CONTINUATION I AMENDMENT If Amendment, enter appropriate letter(s) in box(es): A. AUGMENTATION B. BUDGET REVISION C. NO COST EXTENSION D. OTHER (specify below): 9. NAME OF FEDERAL AGENCY: Corporation for National and Community Service 10a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER 94.006 10b. TITLE: AmeriCorps State 11.a. DESCRIPTIVE TITLE OF APPLICANTS PROJECT: AmeriCorps Clearwater 11.b. CNCS PROGRAM INITIATIVE (IF ANY): 12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc): Cearw ater, Pinellas County, Florida 13. PROPOSED PROJECT: START DATE 01/01/15 END DATE 12/30/15 14. CONGRESSIONAL DISTRICT OF: a.Applicant I FL 13 I b.Program I FL 13 15. ESTIMATED FUNDING: Year #: 3 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS? Q YES. THIS PREAPPLICATIOWAPPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON: DATE: © NO. PROGRAM IS NOT COVERED BY E.O. 12372 a. FEDERAL $ 148,346.00 b. APPLICANT $ 166,246.00 c. STATE $ 0.00 d. LOCAL $ 0.00 e. OTHER $ 0.00 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? L YES if "Yes," attach an explanation. ® NO f. PROGRAM INCOME $ 0.00 g. TOTAL $ 314,592.00 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION/PREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a. TYPED NAME OF AUTHORIZED REPRESENTATIVE Nancy J. Miller b. TITLE c. TELEPHONE NUMBER (727) 562 -4142 d. SIGNATURE OF AUTHORIZED REPRESENTATIVE e. DATE SIGNED: 06/19/14 Page 1 Narratives Executive Summary AmeriCorps Clearwater is a January- December public safety program designed to offer members hands on experience as public servants, foster member social responsibility, educate the community on public safety issues and improve police responsiveness to the community by members performing non - hazardous public safety activities. Each of ten full -time program members will provide 1,70o hours annually and each of five part-time members will provide goo hours annually, resulting in 4,25o citizen calls responded to directly by AmeriCorps members, an additional 75o community policing activities performed by members and 25 public safety activities conducted by members to educate approximately goo citizens on preventing childhood injuries. Rationale and Approach I. Program Design A. COMMUNITY NEED The Clearwater Police Department faces increasing pressure to fill a growing role in our community. Police work is not restricted to catching bad guys and investigating crimes. CPD prides themselves on providing a style of policing with face to face contact and personal relationships with their citizens. This develops strong community watch groups, increases their sense of safety and provides valuable public safety education to help prevent crime and decrease childhood injuries throughout the community. Over the past several years of economic hardship, including annual tax and budget cuts, the citizens of Clearwater have fought to maintain this relationship and list of services. Clearwater residents have repeatedly voted down attempts to dissolve the Clearwater Police Department and replace it with services from the Pinellas County Sheriff's Office. As a consequence of these same economic hardships, increased calls for service and department manpower shortages have caused excessive workloads and delayed response time to citizen calls for service. In 2011, the Clearwater Police Department received over 165,746 calls for service from our citizens. This is an increase of over 4,50o calls from the previous year and an increase of over 8,50o calls from just five years ago. Basically, CPD is receiving more calls with fewer officers to respond to them. The Community Liasion officers are also overloaded with requests for public safety education and community outreach activities. In 2011 they conducted 85 presentations, attended 6o For Official Use Only Page 2 Narratives community meetings and participated in 20 community events. This is an increase of 105 activities from their inception in 2010 when they participated in just 6o activities. We are only half way through 2012 and they have already participated in 67 activities with requests coming in from the community on a daily basis. Consequently, AmeriCorps members are a valuable resource that boosts manpower to allow the Clearwater Police Department to be more responsive to the community and increase public safety education. (Note: AmeriCorps members are trained to assist with basic needs and improve department responsiveness. They are not meant to replace sworn officers or other department staff. In the event of losing the AmeriCorps program, the department would replace this assistance by expanding its' current volunteer and internship programs.) B. MEMBER ROLES AND RESPONSIBILITIES AmeriCorps Clearwater focuses on; but does not limit to, recruiting students studying Criminal Justice or Public Safety Administration. This provides members with basic law enforcement knowledge and an interest to learn and achieve within the program. All members are provided extensive training in areas such as traffic control, police codes and radio usage, safe vehicle operation, CPR /First Aid, basic report writing and other law enforcement related subjects. This provides a young and active group of service providers ready to assist Clearwater citizens in all areas and possibly become permanent public servants post - AmeriCorps (sworn officer or other law enforcement personnel). AmeriCorps Clearwater will enroll 15 AmeriCorps members; with a goal of 2 -3 bilingual (Spanish) into service to supplement the crime prevention, public safety education and policing activities of the Clearwater Police Department. The program will offer 10 full -time member positions and 5 half -time positions. Full -time members will serve 35-40 hours per week, and half -time members will serve 25- 30 hours per week. All members will report to the Clearwater Police Department before they begin their shifts. Program activities are designed so that there is no "typical day" for an AmeriCorps Clearwater member which keeps their service experience fresh and motivating. On any given day, AmeriCorps Clearwater members may find themselves patrolling parks and school grounds, conducting homeland For Official Use Only Page 3 Narratives security spot checks, writing non - hazardous police reports, working traffic safety details, registering bicycles, conducting a public safety presentation or disseminating crime prevention information to the community. They may also be entering data into the crime analysis system, installing child passenger safety seats or translating a safety presentation into Spanish. Members will be assigned to the Clearwater Police Department, and one of two area high schools or middle school. School Resource Officers are staffed at each of the high schools and middle school and serve as the members' site supervisor, monitoring and verifying service activities, hours and assignments. The program director is the supervisor at the Clearwater Police Department, monitoring and verifying activities, service hours and completion of assignments. It is the responsibility of the program director to verify member service hours through contact with the school resource officers, community agencies and patrol officers with whom the members serve. C. MEMBER SELECTION, TRAINING, SUPERVISION & EXPERIENCE 1. Member Recruitment Program staff will recruit 10 Full -Time (17oo hour) and 5 Half -Time (90o hour) members into service. We intend to aquire 2 -3 bilingual (Spanish) members per program year. AmeriCorps members will receive a living allowance and an education award upon completion of the program. While recruitment is a year -long process, concentrated efforts start in late September for members starting in January, and in early April for members starting in June. Our target population are high school graduates with an interest in law enforcement. New members are recruited primarily from local colleges, universities, local high school seniors and referrals from police department staff. These individuals are more likely to bring an understanding of public safety to their service, benefit from the experience developmentally and complete their education by using the AmeriCorps education award. College recruitment focuses schools with Criminal Justice and Public Safety Administration programs. The program director will meet with counselors and academic advisors prior to the fall semester start to disseminate program information and engage their assistance in identifying candidates. Program staff will distribute program brochures and posters throughout the community and job, internship and service fairs. The Clearwater Police Department will also assist through postings in newsletters, the city listsery and referrals from police officers. Recruitment efforts will also be made through print and For Official Use Only Page 4 Narratives social media. Personal contacts with community residents will be used, and members themselves, while not formally engaged in recruitment, will be encouraged to refer prospective candidates. Minimum member qualifications and essential skills and abilities are detailed in the AmeriCorps Clearwater Member Position Description and shared with each candidate prior to application. Because members must serve in a law enforcement environment, candidates must meet the requirements of law enforcement applicants. They are required to undergo an extensive background screening, National sex offender check and a criminal history check. All applicants undergo an extensive interview with a board of three individuals. The board consists of the program director, Sgt. of the Special Operations Division, and one AmeriCorps team leader. Interview topics consist of teamwork, ethics, motivation to serve, scenarios, accomplishments, challenges and perception of law enforcement. Applicants are also encouraged to spend a half -day serving with the team leaders to ensure they understand the nature of the program. This allows the applicant to see the program first hand and gives the team leaders a better understanding of the potential member. AmeriCorps Clearwater is proud to seek a diverse corps, including members with disabilities to ensure their future participation. To identify candidates, the program reaches out to entities that specifically serve the disabled population such as the Florida Department of Education Office of Vocational Rehabilitation Services, Service Source, Inc- Pinellas County High School High Tech and the St. Petersburg College Office of Services to Students with Disabilities. As a program of the City of Clearwater, AmeriCorps Clearwater is committed to the inclusion of qualified persons with disabilities in the provision of its services and to removing any barriers that would prohibit it. The City of Clearwater Equity Services Department promotes the dignity and worth of all people, as well as facilitating the City ADA Advisory Committee objectives regarding accessibility issues with respect to City -owned buildings and facilities. When reasonable accommodations are needed, AmeriCorps Clearwater can use Equity Services to secure them. 2. Member Development and Training Members will begin AmeriCorps Clearwater with one week of orientation and pre - service training starting the first week of January and for June start members orientation begins the first week of June. Training topics include AmeriCorps ion, department policies and procedures, team building, Citizenship, member development, safety protocols, safe vehicle operation, traffic control, police codes For Official Use Only Page 5 Narratives and radio training, ACISS report writing, and many others. At the end of the program orientation, members are given their assignments and shift schedules which are revised on a monthly basis. Members are also introduced to target neighborhoods, community partners and given a tour of Clearwater. Members will gather on a monthly basis for additional trainings such as Intro to Disaster, Diversity, CPR and other required trainings. Member meetings are held once a month, in which members and staff reflect on service experiences, plan future service projects and engage in team - building activities. Fifteen AmeriCorps members will have various opportunities to be mentored by police staff. They are required to complete three ride - alongs or shadowing experiences before the end of the program year, which may include riding with a patrol officer, attending a Kg unit training, shadowing in the Communication Center (dispatch), riding with a CSI technician and other opportunities. Most members will serve at a local school and receive mentoring from one of three School Resource Officers. All members have regular contact with the Special Operations Sergeant and other CPD staff members. 3. Supervision To ensure adequate support and supervision, the program director implements a structured service environment. The program director monitors and verifies service activities on a daily basis, and members are expected to maintain on -going communication with the program director while they are out on assignment. In addition, the program director performs monthly site visits at the schools, and attends all trainings, service projects and teambuilding activities to provide necessary support and guidance. In addition to the program director, members may be supervised by various Clearwater Police officers or other personnel assigned to their duty service site. Examples include the School Resource Officers, the Sergeant assigned to the Beach Anti -Crime Team and non -sworn staff at the main station front desk. These additional supervisors are provided with an initial program overview and site expectations to start the year and kept up to date with weekly newsletters and ongoing contact with the program director. 4. Experience For Official Use Only Page 6 Narratives We anticipate that most of our members will pursue a career in law enforcement. We have designed AmeriCorps Clearwater to provide them with unique professional development opportunities. Specialized sections of the police department provide trainings to the members on a regular basis and members are given the opportunity to complete ride alongs, participate in police training sessions, attend field trips to other law enforcement agencies and hear speakers on various industry topics. Members wear police issued civilian uniforms, are trained on and utilize police issued radios and patrol in police marked civilian vehicles. This experience is a unique, hands on opportunity for them to see police work and gain community interaction from the front lines. Members receive training and assist . with non - hazardous activities such as traffic direction, disabled vehicle assists and basic patrol duties in local parks, beaches and neighborhoods. They maintain direct citizen contact in all areas of their job including tutoring, service project participation and public safety events and education presentations. AmeriCorps Clearwater recognizes the importance of building solid relationships among members of the Corps and promoting team unity. Members are continuously involved in teambuilding activities and service projects to bring them together. One of the activities the program provides is a member retreat, which involves a day of team building at a local ropes course along with lunch and reflection. From experience, team unity and esprit de corps is a significant piece to member retention. The program seeks to provide various trainings and growth opportunities to the members to keep them involved, motivated and committed to the program. 5. Identifying with AmeriCorps and Embracing Civic Responsibility Members showcase the AmeriCorps brand on a daily basis. Uniforms are worn at all times during service and include police collared shirts with the AmeriCorps patch highly visible over the left breast pocket, AmeriCorps t -shirts worn during service projects and community activities and other branded gear provided as part of their program experience. These items are on constant display to the public and daily contact with citizens prompts many conversations about AmeriCorps. Members are encouraged to promote the program and share their experiences to spread the word about AmeriCorps and our community outreach. Depending on their term of service and performance, members may also possess personal AmeriCorps gear given as gifts or awards. These items may include logo backpacks, sweatshirts, jackets, reusable water bottles, lanyards, bumper stickers and more. These For Official Use Only Page 7 Narratives items are used in their personal lives and also prompt them to speak about their AmeriCorps experience. Outside of displaying the AmeriCorps emblem, identification with AmeriCorps and service ethics is stressed throughout the program year. On the first day of orientation, the history and expectations of national service are discussed in detail inlcuding introduction to Volunteer Florida, AmeriCorps and CNCS. Orientation concludes with our Corps' participation in MLK Day of Service activities; conducted with our friends at AmeriCorps Hillsborough Reads and Senior Corp, to emphasize to each member that they are a part of an important national movement. From this point forward, all members complete weekly activities that directly serve citizens in collaboration with community agencies and participate in various community service and training activities with other local AmeriCorps programs. Beyond this, members are encouraged to participate in various group service projects, volunteer outside of their AmeriCorps duties and recruit friends and family to volunteer with them. Members will also be expected to exemplify active citizenship in our community. Citizenship training is also conducted early on in orientation and reviewed several times throughout the year to promote voting, volunteerism and their role as public servants. AmeriCorps Clearwater expects members to arm themselves with knowledge about the assets of our communities. To accomplish program objectives, members must work with city residents and community groups to plan projects and events that address community needs. They will be called upon to inspire community residents to service. The motivation and recruitment of community volunteers is a program performance measure in its own right. Through training and interaction with residents, AmeriCorps members will not only better understand the issues facing our communities, but also apply their knowledge to address community needs D. OUTCOMES: PERFORMANCE MEASURES The program will measure outcomes of proposed activities by following systems in place as it relates to the performance measures. During the 2013 program year the following performance measures and their outcomes will be targeted. For Official Use Only Page 8 Narratives 1. Child Safety Education Members will educate at least 200 school children and 100 parents on preventing childhood injuries. These presentations and activities will take place at least once per month and concentrate on preventing childhood injuries through bicycle and pedestrian, child passenger, helmet usage and other related safety topics. To accomplish this objective members will: 1) participate in safety presentations and events with SafeKids Coaliton professionals and CPD Community Liaison officers, 2) conduct bicycle rodeos and helmet fittings with All Children's Hospital Safe Routes to School staff and 3) perform safety checks and educate the community on Child Passenger Safety. 2. Increased Community Safety Members will improve community safety by assisting in the execution of non - hazardous activities including safety education on preventing childhood injuries, city patrols, assistiance in our local high and middle schools, customer service at the main station front desk, basic report writing and responding to non - hazardous citizen calls for service. To accomplish this objective members will: 1) assist sworn officers with at least 4,25o citizen calls for service such as disabled vehicles, traffic accidents, traffic direction assistance, lost /found property and 2) perform 75o additional community safety activities such basic report writing, front desk customer service, assisting school resource officers and closing community parks, conducting park walk and talks in which they engage the community residents directly, homeland security checks in which they help check the security of vital infrastructure locations in the city, and directed patrols in which they check on locations where previous crime trends were noted. 3. Volunteer Recruitment Members will promote community strengthening by recruiting 4o citizens to serve 130 hours of service as volunteers during AmeriCorps service projects and community policing events. Volunteers may serve one time or on a continual basis. AmeriCorps Clearwater strives to see recruited volunteers join the Clearwater Police Volunteer Program and serve on a regular basis or even apply to become future AmeriCorps members. For Official Use Only Page 9 Narratives To accomplish this objective: 1) each member will be required to recruit at least three volunteers throughout the program year, 2) volunteers will serve alongside AmeriCorps members and assist with community events, service projects and public safety presentations. Volunteers will be required to fill out the sign -in log at each activity. This log will be created and maintained by the program director and will reflect the volunteer name, activity date, time in and out, total hours served and activities performed. The data will be collected and analyzed by the program director on a monthly basis to ensure targets have been accomplished. F. THE BIG PICTURE AmeriCorps Clearwater has a strong plan to meet the needs in our community. As representatives of the Clearwater Police Department, members perform non - hazardous duties including park and neighborhood patrol, public safety education, and traffic direction. All of these services help to improve police responsiveness to the community, which has been delayed due to manpower shortages. Another important impact the program has on the community is by increasing the availability of public safety education to citizens through member participation in presentations and safety related activities such as bicycle rodeos and safety fairs. In addition, the AmeriCorps Clearwater program increases the pool and number of well - qualified police officers by training and preparing members for future careers. AmeriCorps Clearwater alums are serving as police officers in agencies throughout Florida, i8 of which are officers at the Clearwater Police Department and one is an FBI agent. The big picture is the strengthening of the Clearwater community through a stronger and more responsive police department, increased public safety information and services to all residents (Spanish and English speaking) and the cultivation of strong, skilled public servants (our members) that will continue to serve their community throughout their lives. Organizational Capability II. Organizational Capability A. ORGANIZATIONAL BACKGROUND AND STAFFING For Official Use Only Page 10 Narratives 1. History and Staffing The Clearwater Police Department was established in 1916 and their mission is to strive to consistently provide impartial, professional, community- oriented police services, delivered by courteous, competent, dedicated employees, resulting in an enhanced quality of life for their citizens and the enrichment of their valued employees. Today, the police department employs 362 people, including 231 sworn Police Officers who provide patrol, law enforcement, crime prevention and other law enforcement - related services to the residents of Clearwater. Key staff positions for the program include the AmeriCorps Clearwater program director (grant funded), the Clearwater Lieutenant and Sergeant of Special Operations (not grant - funded), and the Senior Accountant (not grant - funded). The Lieutenant oversees the AmeriCorps grant and approves all program expenditures. The Sergeant of Special Operations is the direct supervisor to the AmeriCorps program director. He provides general administrative support and guidance, and acts as the link between the AmeriCorps program and the police department. The AmeriCorps program director is the primary contact and devotes 100% of her time to the daily administration of the AmeriCorps Clearwater program, program planning, operational and budget management, assessment, reporting, and assignment and supervision of members. The Senior Accountant is the secondary contact and provides on -site fiscal support to the program, as well as working closely with the program director to ensure financial reports are submitted in an accurate and timely fashion. The Lieutenant and Sergeant of Special Operations, and the Senior Accountant bring a wealth of more than 20 years of law enforcement experience and more than 10 years in grant management to benefit the AmeriCorps Clearwater program. 2. Organization Experience Clearwater Police Department has successfully overseen the AmeriCorps Clearwater program since 2005. The AmeriCorps program is an important component of the department and CPD has historically matched, and some years exceeded, CNCS funding. In addition to AmeriCorps, they have overseen similar programs such as their former cadet program, other specialized grant programs, internship programs and their current volunteer program. The department has many accomplishments over the years. Most recent, and involving two 2012 bilingual AmeriCorps members, the Vera Institute in NYC will highlight the Hispanic Outreach Center Program and the Human Trafficking Initiative in their 2012 annual report for best practices relating to immigrant relations. For Official Use Only Page 11 Narratives The Chief of Police has mentioned on numerous occasions; to program staff, the CEO of Volunteer Florida and the public, the importance of AmeriCorps Clearwater to the department. He is a strong supporter and feels the program adds great value to the department in regards to the services they provide and the potential law enforcement personnel developed in members. The AmeriCorps members are an extension of the police officers and the department depends on them to assist citizens and meet community needs. 3. Success in Securing Match Resources: Clearwater Police Department has made a commitment to the program next year and beyond, already setting aside funds for future program years. The senior accountant provides on -site fiscal support to the program, as well as working closely with the program director to ensure financial reports are submitted in an accurate and timely fashion. Overall, the police department is committed to providing resources and support to ensure the program runs smoothly and effectively. AmeriCorps Clearwater has been funded since 2005 at an average rate of $149,000 per program year, over the past five years. The organization match averages 53% of program costs over this time period and is set to remain in that range at 54% match for 2014. The AmeriCorps Clearwater program has averaged approximately 9% of the total Clearwater Police Department operating budget over the same five year period and with a projected budget of $35.7 million for 2012 -2013, is slated to cover the same 9% in 2014. As evident in our budget narrative, AmeriCorps Clearwater has secured a total cash match of $89,921 from the Clearwater Police Department for 2013. These funds come from the Special Law Enforcement Trust Fund, which is composed of property and cash seized by the police and available for use only to programs and activities related to drug and crime prevention, safe neighborhoods and school resource officers, which AmeriCorps participates in all. Cash match funds are applied to program director salary and member costs. In addition, in -kind commitments equal $78,491 of the total program budget. These are detailed on the budget narrative and include, administrative oversight, office space for program staff and members, equipment, vehicle use for program operations, member uniform materials and instructor /trainer time. For Official Use Only Page 12 Narratives 4. Success in Securing Community Support Solving problems through partnerships is the fundamental principle of policing and it was a commitment to this approach that led to the creation of AmeriCorps Clearwater. Most program success can be credited to the excellent partnership AmeriCorps Clearwater has engendered with both the police department and a multitude of other community and city groups. Community partners consist of a variety of public and private secular and faith -based service organizations. These include organizations such as Florida Suncoast SafeKids Coalition, Pinellas County Schools, Service Source, Inc., RSVP, Keep Pinellas Beautiful, Operation Graduate, Hispanic Outreach Center and Religious Community Services (RCS) . All community partners are chosen based upon the fit of the agency mission to that of AmeriCorps Clearwater, and ability to serve and access target populations in the community. In addition to serving as collaborators on service projects and in the planning of community events, community agencies occasionally supervise members, contribute feedback for program evaluation purposes, help in the recruitment of future members and volunteers and help AmeriCorps stay focused in on community priorities. 5. Program History of Success The AmeriCorps Clearwater program is a vital player in the Clearwater Police Deparment. In 2012, AmeriCorps saved $597,724 of police officer time or 19,825 hours. The time and funds saved help boost manpower and resources to respond faster and more frequently to citizen calls for service and requests for education. AmeriCorps Clearwater has celebrated many additional accomplishments, evident in the program's monthly, quarterly and annual progress reports to its state commission. It has reliably achieved and frequently surpassed it's program performance measures and has received local, state and even national recognition for its efforts. In 2011, AmeriCorps Clearwater was chosen to host an important meeting and presentation with former CEO Wendy Spencer and a representative from Cognressman Bill Young's office. Most recently, AmeriCorps members were spotted on duty during Spring Break 2012 and impressed a local reporter enough to feature the program in our regional Tampa Bay Times publication. They made the front page of our county section and the program received many positive follow up calls, interested recruits and proud staff and citizen comments from the experience. B. SUSTAINABILITY For Official Use Only Page 13 Narratives AmeriCorps Clearwater staff and a new sustainability committee, which will be formed and meet in the summer of 2012, will work on a plan that will incorporate the existing Clearwater Police Volunteer program and an enhanced student internship program into the Clearwater Police Department. Volunteers and student interns perform similar tasks as the AmeriCorps members, including neighborhood patrols, public safety presentations and community service projects. Students will gain college credit and volunteers and students will gain valuable experience in law enforcement and public safety. In turn, sustaining AmeriCorps services to the community. The Clearwater Police Volunteer Program was formally established in 1997 as a logical outgrowth of the Department's community policing strategy. One of the strongest elements of that strategy is the strong ties that have been established between police and the community. In reaching out to the community over the years, the Clearwater Police Department came to realize that any successful community policing /crime prevention program would have to include the active participation of Clearwater's citizens. While the department had utilized civilian volunteers on an informal basis in the past, it was in 1997 that the idea of establishing a formal Volunteer Program to supplement the existing staff finally became a reality. Currently, the program has 40 volunteers enrolled that individually serve on average 12 hours per week. The program is registered as a Volunteers in Police Service (VIPS) program under the USA Freedom Corps. To ensure a diverse volunteer group, volunteers are recruited via word of mouth, various media and volunteer fairs. They attend an extensive week long orientation and training, and are provided with on -going training throughout the year. The volunteers augment sworn officers in non - hazardous situations such as parking enforcement, bicycle registrations, business emergency contact records, minor traffic crashes and much more. The police department looks for civic - minded citizens who are willing to volunteer their time to improve the quality of life in the community. The Clearwater Police Department is currently experimenting with various interns from both the high school and college level. Within driving distance to our city there are at least three schools with Criminal Justice and /or Public Safety Administration programs. These include the University of South Florida (Tampa and St. Petersburg campuses), the University of Tampa and St Petersburg College. Pinellas County Schools also sponsors a Criminal Justice magnet program at Pinellas Park For Official Use Only Page 14 Narratives High School where seniors are rotated into internship spots during two semesters per year. Interns are unpaid, but receive school credit and valuable law enforcement insight and experience. They also serve with AmeriCorps members to expose them to the program for recruiting purposes. Interns currently serve 4 -10 hours per week in shadowing sessions, but hours, training and duties can be increased as needed. C. COMPLIANCE AND ACCOUNTABILITY AmeriCorps Clearwater strives to maintain absolute compliance with federal and state requirements. During a recent desk audit for the 2011 program year a question arose regarding National Criminal History checks. All questions were satisfactorily answered and no compliance issue was found. Currently, the program director (the primary grant contact) and senior accountant (the secondary grant contact) work together to insure compliance is met and all issues corrected in an efficient and effective manner. The program director and senior account meet regularly with division supervisors and upper management to provide progress reports and to discuss progress towards achieving performance measures. To ensure continuous program improvement, the program currently distributes an annual stakeholder survey to lead agency staff members, program partners and community organizations come into contact with members. The program director and Lieutenant review the survey results, and once the results have been analyzed, the findings are then shared with department staff, community partners, and the AmeriCorps members. In 2010, 94% of community stakeholders strongly agreed or agreed that the AmeriCorps Clearwater program has made important contributions to making the Clearwater community safer. The feedback we collect from the surveys provide valuable data for future planning and monitoring of the program in order to provide the best services to the citizens of Clearwater. AmeriCorps Clearwater is in complete compliance with the Florida Statewide Evaluation. The program director and all community partners have completed the required surveys. AmeriCorps Clearwater fully supports the Statewide Evaluation and will continue to participate when requested to do so. D. RECENT PROGRAM OUTCOMES For Official Use Only Page 15 Narratives 1. Enrollment and Retention During the 2010 -2011 period, the program ended the year with a 100% enrollment rate and an 89% retention rate. Out of 18 slots, two members voluntarily left the program early due to personal reasons. At the close of recruitment for the 2011 -2012 period, five members elected were chosen to continue the program and ten new members were added. Currently, the 2012 program has 13 active members. Unfortunately, one member exited early for personal reasons and another was let go due to attendance issues. This puts the program at a 78% enrollment rate and a retention rate of 87 %. The program is currently recruiting 4 half -time members to begin their service on June 19, 2012, which will put the program at a 100% enrollment rate. During 2013 the program intends to strive for 100% retention by requiring a pre - orientation ride along with AmeriCorps members to ensure that applicants understand exactly what they are getting involved in and stronger interview questions to focus on applicant availability and understanding of expectations. The program will also strive to increase team building activities to strengthen bonds and the feeling of responsibility toward the program and team as a whole. 2.Performance Targets and Demonstrated Compliance In 2011, AmeriCorps saved $615,194 of police officer time or 20,418 hours. The program also recruited 78 community volunteers who completed 413 hours of service. These figures greatly exceeded all performance targets set. In the first quarter of 2012, AmeriCorps has saved a total of $136,320 of police officer time or 4,524 hours. So far, members have recruited 25 community volunteers who completed 99 hours of service. This actually equates to achievement of half of our performance targets in only a fourth of the year. We have altered our performance targets for 2013 in order to raise the bar, challenge the members and continue program growth. Cost Effectiveness and Budget Adequacy III. Cost Effectiveness and Budget Adequacy a) Efficiency: AmeriCorps Clearwater enjoys solid financial support from its primary partner at levels that are in For Official Use Only Page 16 Narratives excess of the federal matching requirements for the program. The proposed program services are to increase police responsiveness to the community and provide public safety education activities to community members that the City would not be able to provide otherwise. The amount of money AmeriCorps Clearwater saves the Department is over $400,000 per year and continues to increase over time. The program is also cost - effective as it relates to the program budget. Since the police department provides unlimited in -kind resources to the members and the program, the cost per MSY is extremely cost - effective, and the program has the ability to operate a less costly budget. The proposed cost per MSY equals $11,835 for the program year. A new sworn officer costs the department approximately $75,000 for the year, which is $63,165 more than a full time AmeriCorps member. The Clearwater Police Department does not have the budget to spend $825,000 to hire 11 new officers, but can easily handle their cash match of $87,2o6 for 15 MSY through AmeriCorps. The AmeriCorps members by no means replace the missing officers, but they allow the existing staff to maximize their resources and increase responsiveness to the community. The cash match of $87,206 is a mere o.23% of the CPD overall budget making it extremely cost effective for the organization. These funds come from the Special Law Enforcement Trust Fund which is composed of seized property and cash and can only be spent on programs related to crime and drug prevention, safe neighborhoods and school resource officers. The program is also very cost effective for the CNCS as the Clearwater Police Department historically matches or exceeds the Corporation's funding. In 2011 CPD funded the program at 48 %, in 2012 at 46% and the expectation is 47% for 2013. This leverages federal funds and doubles it's value and effectiveness turning $199,500 into a $377,021 program. b) Diversity of Non - Federal Support AmeriCorps Clearwater has secured non - Corporation resource commitment both in -kind and cash match dollars from the Clearwater Police Department. CPD offers access to valuable in -kind resources such as City vehicles (marked police trucks, City gas and repair facilities), City employee training (vehicle operation, CPR /First Aid, report writing and traffic control), uniforms, communication equipment and office computers accessible to members. In -kind assistance equals a value of $90,315. Additional outside in -kind resources include the American Red Cross who provides member Disaster Relief training and Volunteer Florida who provides Disability Awareness training. For Official Use Only Page 17 Narratives c) Decreased Reliance on Federal Support: It is the police departments' intent to replicate the AmeriCorps program in the absence of federal support by creating a program utilizing volunteers and student interns who will provide AmeriCorps like services to the community. However, it is unlikely that the police departments' resources will cover the full costs of member stipends, child care and education award. AmeriCorps Clearwater and its community partners are scheduled to meet in the summer of 2012 to begin implementation of a solid sustainability plan, utilizing non - federal funds. d) Budget Adequacy AmeriCorps Clearwater has proposed a cost - effective and well - established budget for the 2015 program year. The program successfully implements its budget and continues to allocate dollars without over usage of federal or local funds. Budget allocations are aligned to support the program design and member activities. With the lead agency's support, the program is able to provide a sufficient budget that is monitored and implemented correctly. Evaluation Summary or Plan Clearwater will continue to participate in the Florida Statewide Evaluation conducted by Florida State University which includes responding to online surveys twice per year and assuring participation by our community partners. Amendment Justification N/A Clarification Summary N/A Continuation Changes 06/03/14 Grant Clarification Changes: MSY changed to 8 full time members and five part time members to total 10.5 MSY for 2015. 2013 Retention Rate - I was not the Program Director in 2013 until the end of the year as of 12/2/13. I am aware that during 2013, 2 members were lost due to disciplinary actions, 2 were lost when they went to other employment they could not pass up - one now work in the department's For Official Use Only Page 18 Narratives Communications Center, one was offered a position in the Police Academy that he had to take when the position was offered to him. Another member decided she could not handle the commitment and still do her college work. We have 100 % retention of member for 2014 so far. We have been very careful in our selection of members and in backgroung investigations to ensure we knew who we were offering positions to and to ensure they knew what type of duties they would be performing and the demand on their time. I ensure I have frequent contact and direct supervison of the members so that issues are caught early when they are easier to fix and I conduct problem resolution when necessary. Disaster Preparedness Performance Measure - This is a new Performance Measure for us. We will be covering topics such as Evacuation Procedures and Routes, Emergency Shelter locations and infomation on what to expect at a shelter, What should be included in a Disaster Preparation Kit, and What to Expect from Emergency Services during the storm and Recovery. Americorps members will recieve training on how to deliver the presentations and will be front and center in giving these presentations to the public. Our goal is to provide the information /presentation to a minimum of 100 citizens in 2015. We will schedule a minimum of 4 presentations to an intended group of at least 25 people. The presentations will last 3o - 45 minutes, depending on how many questions the group will ask. If we do not meet out goal of 100 people, we will have additional presentations. Groups to received the presentations will be selected using existing relationships the department has now with the community Crime Watch groups and Homeowner Associations that already exist in the city. we will have Sign In Sheets and a short Survey at the end of the presentation to track our success. Out of 100 surveys, our goal will be that at least 8o of those will say they learned something valuable. Year3 2015 Budget Changes Basic increases /decreases factored into all staff salaries, workers comp and other benefits. Figures provided by Services Section. Health Care for Members reduced by half ($9392) to more accurately budget for past use by members For Official Use Only Page 19 Narratives and to avoid necessary budget adjustments later. Commission Fixed Amount increased to 2% as required. AmeriCorps Grant 2014 Budget Changes * Added one full time member to make 10 full time and 10 part time for a total of 20 members or 15 FTE. * Added $600 to the CNCS funding to cover IPhone. $5o /month for 12 months * Basic increases factored into all staff salaries, worker's comp and other benefits. Figures provided by Services Division. * Increased member travel to cover use of 5 CPD vehicles from $11,000 to $2o,000. We found that it cost more than expected and we have to prove usage on in -kind reports. * Added $210 to member training to cover the certification of 2 members for the car seat program. * Removed staff training as this occurs twice annually at the Volunteer Florida required program director's meetings. This is already budgeted. * Adjusted in kind amounts for uniforms because paperwork coming back way under what we originally budgeted. June Changes: MSY reduced to 10.5, 8 full time and 5 part time Performance measures changes to reflect reduction in members. 4750 calls for service reduced to 4250, 90% of these calls closed increased to l00% 1200 additional police activities reduced to 750 36o citizens educated reduced to 300 75% surveyed changed to 100 of the 300+ will be For Official Use Only Page 20 Narratives surveyed and 75% of them will respond that they learned valuable child safety info as measured by post activity surveys for parents and pre /post testing for students 6o volunteers recruited reduced to 4o 200 volunteer hrs reduced to 13o Performance measures changes to reflect difficulty gathering surveys for child safety education: 200 school children will be educated on child safety issues such as bicycle and pedestrian safety and helmet usage 100 parents will be educated on child safety issues such as proper child restraint usage, bicycle and pedestrian safety and helmet usage 9o% of the parents will state that they gained valuable knowledge on preventing childhood injuries Retention: In 2012 the retention rate was 89.5 %. We lost 2 members. One due to discipline issues and the other decided the program was not right for him. One slot was able to be replaced with 19 individuals serving with the program for 18 slots. At the halfway point in 2013 we currently have 8o% retention. We lost one member early in the program due to personal issues. This slot was replaced in our recent hire. We also lost a member due to our agency hiring her as a full time employee. Two additional members recently resigned due to disciplinary issues. This makes a total of 20 people hired and 4 lost for 19 slots. AmeriCorps Clearwater works hard to give members every possibility to succeed and finish the program. We have never experienced anyone leave that was not coached and counciled before their departure. We will continue to do so to work towards l00% retention. For Official Use Only Page 21 Grant Characteristics Ix1 x II 1 1 Ix1 11 Ix1 II 1 AmeriCorps Member Population AmeriCorps Member Population AmeriCorps Member Population AmeriCorps Member Population AmeriCorps Member Population AmeriCorps Member Population AmeriCorps Member Population AmeriCorps Member Population - Communities of Color - Low - income Individuals - Native Americans - New Americans - Older Americans - People w ith Disabilities - Rural Residents - Veterans, Active Military, or their Families AmeriCorps Member Population - economically disadvantaged young adults /opportunity youth AmeriCorps Member Population - None of the above Geographic Focus - Rural Geographic Focus - Urban Encore Program Community Based Organizations Geographic Focus - Rural and Urban Faith Based Organizations 21st CSC Professional Corps Governor /Mayor Initiative SIG /Priority School Other Initiative For Official Use Only Page 22 Performance Measures Table 1: MSYs by Focus Areas Focus Area Disaster Services 19% Other Community Priorities 81% Table2: MSYs by Objective: Objectives %MSYs Disaster Assistance Provided 19% Other 81% Table3: %MSYs by NPM vs.Applicantvs. Not in ANY MSYs NPM Applicant Not in ANY 19% 81% 0% Table4: No of MSY and Members by Objective Objectives Disaster Assistance Provided No of MSYs No of Members 2.00 Other 8.50 2 11 Total 10.50 13 Primary Focus Area: Primary Intervention: Secondary Focus Area: Secondary Intervention: Disaster Services Disaster Assistance Provided: Community Outreach Other Community Priorities Other: Other For Official Use Only Page 23 Performance Measure: Disaster Preparedness Focus Area: Disaster Services Objective: Disaster Assistance Provided No of 2.00 No of 2 MSY's: Members: Problem Statement: Members will work in conjunction with the City of Clearwater Emergency Manager and /or the department Community Liaison officers in offering disaster preparedness education to a least 100 people related to supplies needed to survive a minimum of 3 days without outside assistance, evacuation procedures, and general information on what to expect from emergency services in the days immediately after a disaster. This information will help them survive a disaster. Selected Interventions: Community Outreach Describe Interventions: Members will provide disaster education to at least 100 people as measured by sign in sheets from community organizations. A minimum of four presentations will be held with a goal of reaching 25 people to total 100 people educated. More prentations will be held as necessary to obtain the minimum of 100 people. Di Output: (PRIORITY) D1: Number of individuals that received CNCS— supported services in disaster preparedness Target: 100 Individuals Measured By: Attendance Sheet Described Instrument: OUTCM8523 Outcome: Sign in sheet Of the 100 people educated, 80 will report an increase in knowledge of disaster preparedness. Target: 80 Measured By: People Other Described Instrument: Survey For Official Use Only Page 24 Performance Measure: Child Safety Education Focus Area: Other Community Priorities Objective: Other No of 5.00 No of 5 MSY's: Members: Problem Statement: Numerous children are injured or killed every year in our community due to children not having proper training and /or lack f properly fitted safety equipment to protect them, such as car seats, bicycle helmets, bicycle and pedestrian safety training. Selected Interventions: Public education on various child safety topics. Describe Interventions: Member will offer public safety presentations and educational activities to include child passenger safety, bicycle and pedestrian safety, helmet usage and other information about child injury prevention. OUTPT13868 Output: Members will offer child safety education to at least 700 school children and 600 adults. Target: 1300 Children and Adults Measured By: Other Described Instrument: Certification Letters for the children and adults. OUTCM13870 Outcome: Out of 600 adults surveyed, 500 will report an increase in knowledge of child injury prevention. Target: 500 Adults Measured By: Other Described Instrument: Survey to indicate increase in knowledge of child injury prevention For Official Use Only Page 25 Performance Measure: Improved Community Safety Focus Area: Other Community Priorities Objective: Other No of 2.50 No of 4 MSY's: Members: Problem Statement: There is a demand by the community for services not provided by the police department such as assistance to disabled motorists, patrols at local high and middle schools, community safety education, Homeland Security patrols and response to citizens' requests for non - hazardous calls for service. • Selected Interventions: Safety patrols and non - hazardous call handling. Describe Interventions: Members will handle 4,250 non - hazardous calls for service to include disabled motorists, community patrols, traffic direction at community events, homeland security checks, directed patrols and park walk and talks. OUTPT13887 Output: Members will assist with 4,250 non - hazardous citizen calls for service measured Communications data. Target: 4250 Calls Measured By: Other Described Instrument: Communications Center Data Reports OUTCM13888 Outcome: Of the 4,250 citizens calls for service, 100% of the calls will be closed with citizens needs met. Target: 4250 Calls Measured By: Other Described Instrument: Communications Center Data Reports For Official Use Only Page 26 Performance Measure: Volunteer Recruitment Focus Area: Other Community Objective: Other Priorities No of 1.00 No of 2 MST s: Members: Problem Statement: Volunteers are needed to provide assistance in strengthen the community and provide service at AmeriCorps events, Service Events and community policing activities. Selected Interventions: 40 volunteers recruited to serve 130 hours. Describe Interventions: Members will recruit 40 volunteers that will serve 130 hours to the community. OUTPT13897 Output: Forty Volunteers will be recruited. Target: 40 Volunteers Measured By: Other Described Instrument: Event Sign -in Sheets OUTCM13898 Outcome: Forty Volunteers will serve 130 hours . Target: 130 Hours Measured By: Other Described Instrument: Sign -In Sheets For Official Use Only Page 27 Required Documents Document Name Status Evaluation Not Applicable Labor Union Concurrence Not Applicable For Official Use Only Page 28 Exhibit II 2014 -2015 Program Year Exhibit II AmeriCorps Programmatic Requirements Provider Name: City of Clearwater Police Department AmeriCorps Program Name: AmeriCorps Clearwater I. Program Performance Measures A. Number of individuals that received CNCS - support services in disaster preparedness (D1 - Output) - One hundred (100) community individuals will receive disaster preparedness education through a minimum of four (4) presentations as evidenced by sign -in sheets. Target: 100 B. Number of individuals with an increase of disaster preparedness knowledge (Outcome) - Eighty (80) individuals who participated in the disaster preparedness education presentations will report an increase of disaster preparedness knowledge as evidenced by participant surveys. Target: 80 C. Child Safety Education (Output) - Members will offer child injury prevention education to at least seven hundred (700) children as evidenced by certification letters. Target: 700 D. Child Safety Education (Output) - Members will offer child injury prevention education to at least six hundred (600) adults as evidenced by certification letters. Target: 600 E. Child Safety Education (Outcome) - Five hundred (500) adults who participated in the child injury prevention education will report an increased knowledge of child injury prevention as evidenced by participant survey. Target: 500 F. Improved Community Safety (Output): Members will directly assist with at least 4,250 non - hazardous citizen calls for service which will improve community safety as measured by Communication Center statistical reports. Target: 4,250 G. Improved Community Safety (Outcome): Members will respond to 4,250 non- hazardous calls for service that will result in 100% of the calls closed and citizen needs met as measured by communication center data reports. Target: 4,250 H. Volunteer Recruitment (Output): Members will recruit 40 volunteers from the local community to serve 130 volunteer hours to assist with various community service and public safety related activities as measured by event sign -in sheets. Target: 40/130 1 Exhibit II 2014 -2015 Program Year II. Staff Recruitment and Responsibilities A. Staff positions, duties, responsibilities and the number of staff working in this program may be revised if requested in writing by the provider and approved in writing by the Commission, provided such revisions do not exceed original budgeted amounts for staff. The Provider will hire and maintain 1.0 FTE Program Director to be responsible for the overall management of the program. Please note that 1 FTE program director is required for programs that have 10 or more members. B. The Provider will hire and maintain .05 FTE Lieutenant to be responsible for supervision of Program Director. C. The Provider will hire and maintain .20 FTE Sergeant to be responsible for supervision of Program Director. D. In the event of a change of staff, the Provider agrees to provide new staff with a program operation manual and /or policies and procedures for the AmeriCorps program. The Provider agrees to notify the Commission in writing or via e -mail within ten (10) working days of any program staff vacancies funded by this grant. III. AmeriCorps Member Recruitment and Responsibilities A. Recruit eight (8) AmeriCorps Members into full time service, five (5) AmeriCorps Members into half time service within 60 days of implementation of this contract. Members will be provided with a living allowance in accordance with the AmeriCorps Provisions (Exhibit IV). Members will provide direct service in areas outlined in the approved proposal (Exhibit I). B. The Provider agrees to develop and enter into signed agreement with each Member using an AmeriCorps Member Contract in compliance with the AmeriCorps Provisions. C. The Provider agrees to implement the program's Commission approved Disability Community Development Plan to recruit persons with disabilities into the program. D. The Provider agrees to establish and maintain a disaster - oriented role with a partner organization for its members, staff and volunteers to assist in disaster preparedness, response, recovery and /or mitigation activities. The Provider 2 Exhibit II 2014 -2015 Program Year agrees to document this disaster - oriented role in writing with a letter of acknowledgement, at a minimum, from the partnering organization. See section I.K. of contract. E. The positions, position descriptions, and number of Members serving in this program may be revised if requested in writing by the provider and approved in writing by the Commission. F. All Members must be enrolled in the eGrants AmeriCorps Portal. The provider further agrees to assign members to a service location within the AmeriCorps Portal no more than 30 days from start of service. G. Member positions may only be revised through a Member Change of Status Form completed via the eGrants AmeriCorps Portal for each Member for the following conditions: i. suspension; ii. ending service early; iii. reinstatement to service; iv. utilization of the Family Medical Leave Act; or v. transfer to another AmeriCorps program. The program agrees to keep all documentation associated with Member Change of Status in a member file. H. The Provider will complete a National Criminal History Check of all members and staff supported by CNCS grantee and match funds. National Criminal History Checks include a nationwide name -based check of the National Sex Offender Public Website (NSOPW), either a name- or fingerprint -based search of the statewide criminal history registry in the candidate's State of residence and in the State where the individual will serve or work; AND a fingerprint -based FBI check. The Provider will complete and document National Criminal History Checks of members and staff in accordance with CNCS requirements found at https://www.nationalserviceresources.org/ national - service- criminal - history- check- resources. I. The Provider must submit the Volunteer Florida National Criminal History Check Status Form (Exhibit VIII) to the Volunteer Florida Finance Office with the first monthly invoice for program reimbursement. Failure to complete the status form may result in delay of program reimbursements. J. A National Service Trust End of Term of Service /Exit Form must be completed via the eGrants AmeriCorps Portal for each Member upon completion of her /his term of service. 3 Exhibit II 2014 -2015 Program Year K. The Provider will complete forms via the eGrants AmeriCorps Portal within 30 days upon a member's enrollment in, completion of, lengthy or indefinite suspension from, or release from, a term of service. L. The Provider will report member service hours to the Commission at least quarterly and will audit and update member service hours at least monthly. The Commission reserves the right to review Member service hours at anytime. M. The Provider will provide the opportunity for members to complete the Commission's annual Members with Disabilities Self Report Survey. IV. AmeriCorps Staff Training A. The Commission will ensure the provision of training and /or technical assistance to ensure successful program implementation and operation. The required trainings include the Volunteer Florida Program Director Meetings and associated webinars. B. Program Directors must complete a minimum of one (1) disability related trainings each year. Training not provided by the Commission must be approved in advance by Commission staff designated to oversee the Commission's disability inclusion responsibilities. Suggested topics are, but are not limited to the following: i. Disability awareness and appreciation; ii. Title I of the Americans with Disabilities Act; iii. Title III of the Americans with Disabilities Act; iv. supervisory techniques; C. The Commission will ensure the provision of fiscal training and /or technical assistance to ensure successful fiscal program implementation and operation. Program fiscal staff will be required to complete the Volunteer Florida Fiscal Trainings. V. AmeriCorps Member Training A. The Provider will ensure the provision of training and /or technical assistance for members. Required trainings include: i. American Red Cross - certified or comparable CPR and First Aid training. The Provider will have all members trained or certified in CPR and First Aid. ii. Diversity appreciation; iii. Citizenship; 4 V.\ Exhibit II 2014 -2015 Program Year iv. Disability awareness and appreciation training adhering to the Commission's approved content. v. Introduction to disaster preparedness, mitigation, and response. B. Other suggested training topics include, but are not limited to: i. team building; ii. conflict resolution; iii. career development; iv. Life after AmeriCorps v. Additional disaster response training including; Emergency Shelter Operations, Emergency Temporary Roofing, Points of Distribution, Volunteer Reception Center Simulation. VI. National Service Activities The Provider will schedule and conduct at least one direct service activity designed for and conducted as part of the Seasons of Service, the designated national service days of the Corporation of National Service, during the contract period. 5 RPT_BGT_424 July 7, 2014 1:18 PM AmeriCorps Clearwater Clearwater Police Department Application ID: 14AC159415 Budget Dates: Total Amt CNCS Share Grantee Share Section 1. Program Operating Costs A. Personnel Expenses 69,301 23,071 46,230 B. Personnel Fringe Benefits 28,539 12,862 15,677 C. Travel Staff Travel Travel to CNCS - Sponsored Meetings 760 760 0 0 Member Travel 15,000 0 15,000 Total $15,760 $760 $15,000 D. Equipment E Supplies 2,084 555 1,529 F. Contractual and Consultant Services G. Training Staff Training Member Training 1,824 860 964 Total $1,824 $860 ` $964 H. Evaluation 1,000 1,000 0 I. Other Program Operating Costs 22,379 9,295 13,084 Section I. Subtotal $140,887 $48,403 $92,484 Section I Percentage 34% 66% Section II. Member Costs A. Living Allowance Full Time (1700 hrs) 96,800 48,667 48,133 1 -Year Half Time (900 hours) 32,030 25,050 6,980 Reduced Half Time (675 hrs) 0 0 0 Quarter Time (450 hrs) 0 0 0 Minimum Time (300 hrs) 0 0 0 2 -Year Half Time (2nd Year) 0 0 0 2 -Year Half Time (1st Year) 0 0 0 Total $128,830 $73,717 $55,113 B. Member Support Costs FICA for Members 9,855 9,855 0 Worker's Compensation 15,312 0 15,312 Health Care 9,392 9,392 0 Total $34,559 $19,247 $15,312 Section I1. Subtotal $163,389 $92,964 $70,425 57% 43% Section II. Percentages Section 111. Administrative/Indirect Costs A. Corporation Fixed Percentage Corporation Fixed Amount 7,524 4,187 Commission Fixed Amount 2,792 2,792 Total $10,316 $6,979 3,337 0 $3,337 B. Federally Approved Indirect Cost Rate Section 111. Subtotal $10,316 $6,979 $3,337 Section ill Percentage 68% 32% Section 1 + III. Funding Percentages Budget Totals Budget Total Percentage Required Match # of years Receiving CNCS Funds 37% 63% $314,592 $148,346 47% 46% 9 Form 424A Page 1 $166,246 53% Modified SF -424A (4/88 and 12/97) RPT_BGT_424 July i, 2014 1:18 PM AmeriCorps Clearwater Clearwater Police Department Total MSYs 10.50 Cost/MSY $14,128 Total Amt CNCS Share Grantee Share Budget Totals $0 $0 $0 Budget Total Percentage 0% 0% Required Match 46% # of years Receiving CNCS Funds 9 Total MSYs 10.50 Form 424A Modified SF -424A (4/88 and 12/97) Page 2 ;udgetNarrative for 14AC159415 Budget Narrative: AmeriCorps Clearwater for Clearwater Police Department Section I. Program Operating Costs A. Personnel Expenses Position/Title -Qty - Annual Salary -% Time CNCS Share Grantee Share Total Amount AmeriCorps Program Director: -1 person(s) at 48253 each x 100 % usage 23,071 25,182 48,253 Lieutenant in kind: - 1 person(s) at 100511 each x 5 % usage 0 5,026 5,026 Sergeant in kind: - 1 person(s) at 80111 each x 20 % usage 0 16,022 16,022 CATEGORY Totals 23,071 46,230 69,301 B. Personnel Fringe Benefits Purpose - Calculation -Total Amount CNCS Share Grantee Share Total Amount AmeriCorps Program Director (Fringe Benefits): Pension: $0 SS: $3691 Major Medical: $12862 Life Insurance: $108 12,862 3,799 16,661 AmeriCorps Program Director Worker's Comp in kind: $68 /pay @ 26 pay periods $68 *26 = 1768 0 1,768 1,768 Lieutenant Fringe Benefits in kind: Pension: $1508 SS: $73 Major Medical $433 Life Insurance: $10 Worker's Compensation: $88 0 2,112 2,112 Sergeant Fringe Benefits in kind: Pension: $4,807 SS: $232 Major Medical: $2,572 Life Insurance: $33 Worker's Compensation: $352 0 7,998 7,998 CATEGORY Totals 12,862 15,677 28,539 C. Travel Staff Travel Purpose - Calculation CNCS Share Grantee Share Total Amount Travel to CNCS - Sponsored Meetings: Director will attend 2 VF PD meetings at a cost of $660. Mileage equals $176 @ 200 m round trip per mtg @ $0.44 per mile. Plus $340 for one person hotel room (2 night stay per trip) and $144 per diem for the 4 days total. Plus 2 $50 registrations. 760 0 760 CATEGORY Totals 760 0 760 Member Travel Purpose - Calculation CNCS Share Grantee Share Total Amount Vehicle Use for Member Activities (In- Kind): Vehicle fuel costs for 13 members performing patrol activities with 5 designated vehicles @ $250 /month x 12 months = $15,000 (13 members) 0 15,000 15,000 CATEGORY Totals 0 15,000 15,000 ile:/// Q1/... 20Programs /14- 15 %20Program %20Year/Grantee %20Files / Clearwater / Contract / Budget% 20Narrative% 20for%2014AC159415.htm[7 /7/2014 1:20:43 PM] udget Narrative for 14AC159415 D. Equipment Item /Purpose -Qty -Unit Cost CNCS Share Grantee Share Total Amount CATEGORY Totals 0 0 i 0 E. Supplies Item - Calculation CNCS Share Grantee Share Total Amount Member Service Gear to include service T -shirt and hat, identification badge lanyard.: ($35 /member)(13 members) = $455 455 0 455 CPD Issued Uniforms (In- Kind): 13 members @ $113 /unifom = $1469 0 1,469 1,469 Office Supplies (In- Kind): 12 months @ $5 /month = $60 which includes basic needs such as paper, pens, staples, tape, notepads, etc. 0 60 60 Recruitment Supplies: $100 to print flyers, posters and create display materials for recruitment purposes 100 0 100 CATEGORY Totals 555 1,529 2,084 F. Contractual and Consultant Services Purpose - Calculation -Daily Rate CNCS Share Grantee Share Total Amount CATEGORY Totals 0 0 0 G. Training Staff Training Purpose - Calculation -Daily Rate CNCS Share Grantee Share Total Amount CATEGORY Totals 0 0 0 Member Training Purpose - Calculation -Daily Rate CNCS Share Grantee Share Total Amount Member Training: Tembuilding $50 /member 13 members * $50 = 650 Car Seat Certification for 2 members at $105 each =$210- Daily Rate of 0 860 0 860 Member Training (In- kind): CPR/First Aid $650 ($50 /member) Radio $48 (Cost is per training and not per member cost) ACISS $266 (Cost per training, not per member cost)- Daily Rate of 0 0 964 964 CATEGORY Totals 860 964 1,824 H. Evaluation Purpose - Calculation -Daily Rate CNCS Share Grantee Share Total Amount file:/// q/... 20Programs /14- 15 %20Program %20Year /Grantee %20Files / Clearwater / ContractB udget%20Narrative%20for%2014AC159415.htm[7 /7/2014 1:20:43 PM] udget 14arrative for 14AC 159415 Volunteer Florida Statewide Evaluation: - Daily Rate of 1000 1,000 I L� 0 I 1,000 CATEGORY Totals 1,000 Smart Phone with Data and 2 Computer Air Cards Annual Cost: Phone - $50/month @ 12 months = $600 2 computer air cards @ 12 months = $865 (In kind) 0 865 1,000 . Other Program Operating Costs Purpose - Calculation CNCS Share Grantee Share Total Amount Office & Training Space (In- kind): 580 sq ft @ $21 /sq ft = $12,180 per year 0 12,180 12,180 Smart Phone with Data and 2 Computer Air Cards Annual Cost: Phone - $50/month @ 12 months = $600 2 computer air cards @ 12 months = $865 (In kind) 600 865 1,465 Police Dept. Proxy Access Cards (In- kind): Police Service Technician dontated time: $22/hour 1 hr to do 13 proxy cards (13 members) 0 22 22 National Criminal History Background Checks inclusive of FBI fingerprinting and a state repository check (In- kind): Police Information Technician donated time: $17/hour 1 hour to do 13 criminal history checks = $17 0 17 17 Training, Program Evaluation, Natl Day of Service: Onsite training, evaluation, PD Meeting(s), Nati Day of Service, National Conference 8,695 0 8,695 CATEGORY Totals 9295 13,084 22,379 140,887 SECTION Totals 48,403 92,484 PERCENTAGE 34% 66% 128,830 Section II. Member Costs A. Living Allowance Item - # Mbrs w/ Allow - Allowance Rate - # Mbrs w/o Allow CNCS Share Grantee Share Total Amount Full Time (1700 hrs): 8 Member(s) at a rate of 12100 each Members W/O allowance 0 48,667 48,133 96,800 1 -Year Half Time (900 hours): 5 Member(s) at a rate of 6406 each Members W/O allowance 0 25,050 6,980 32,030 2 -Year Half Time (1st Year): Member(s) at a rate of each Members W/O allowance 0 0 0 2 -Year Half Time (2nd Year): Member(s) at a rate of each Members W/O allowance 0 0 0 Reduced Half Time (675 hrs): Member(s) at a rate of each Members W/O allowance 0 0 0 Quarter Time (450 hrs): Member(s) at a rate of each Members W/O allowance 0 0 0 Minimum Time (300 hrs): Member(s) at a rate of each Members W/O allowance 0 0 0 CATEGORY Totals 73,717 55,113 128,830 file:/// Qi/... 20Programs /14- 15%�pr0gram%2OYear/Grantee%2OFi1eS/Cleaater0n tract / Budget %20Narrative %20for%2014AC 159415.htm[7/7/2014 1:20:43 PM] udget Natrative for 14AC159415 B. Member Support Costs Purpose - Calculation CNCS Share Grantee Share Total Amount FICA for Members: 7.65% of total living allowance 9,855 0 9,855 Worker's Compensation: (In -Kind) 8.7 (FTE) * 1760= $15312 0 15,312 15,312 Health Care: 5 members ($156.50 x 12 months) = $1878 /year x 5 members _ $9392 9,392 0 9,392 CATEGORY Totals 19,247 15,312 34,559 SECTION Totals 92,964 70,425 163,389 PERCENTAGE 57% 43% Section 1I1. Administrative /Indirect Costs A. Corporation Fixed Percentage Item - Calculation CNCS Share Grantee Share Total Amount Corporation Fixed Amount: Senior Accountant Salary & Benefits (5% of salary and benefits - In -Kind) Salary = $2467 Benefits = $870 4,187 3,337 7,524 Commission Fixed Amount: $132672 x .0526 x .40 2,792 0 2,792 CATEGORY Totals 6,979 3,337 10,316 B. Federally Approved Indirect Cost Rate Calculation -Cost Type -Rate - Rate Claimed -Cost Basis CNCS Share Grantee Share Total Amount CATEGORY Totals 0 0 0 SECTION Totals 6,979 3,337 10,316 PERCENTAGE 68% 32% BUDGET Totals 148,346 166,246 314,592 PERCENTAGE 47% 53% 82,152 In Kind Total MSYs 10.50 84,094 Cost/MSY 14,128 Source of Funds Section Match Description Amount Type Source Source of Funds Clearwater Police Department 82,152 In Kind Private Law Enforcement Trust Fund 84,094 I Cash State /Local file:/// Q1/... 20Programs /14- 15 %20Program %20Year/ Grantee %20Files /Clearwater/ Contract/ Budget%20Narrative %20for%2014AC 159415.htm[7/7/2014 1:20:43 PM] udget NatratiWe for 14AC 159415 Total Source of Funds 166,246 file:/// Q/... 20Programs /14- 15 %20Program %20Year /Grantee %20Files / Clearwater/ ContractBudget% 20Narrative% 20for%2014AC159415.htm[7/7/2014 1:20:43 PM] 2014 AMERICORPS STATE and NATIONAL GRANT PROVISIONS Effective June 1, 2014 These Corporation for National & Community Service (CNCS) AmeriCorps State and National Grant Provisions are binding on the grantee. By accepting funds under this grant, the grantee agrees to comply with, and include in all subgrants, the AmeriCorps State and National Grant Provisions, all applicable federal statutes, regulations and guidelines, and any amendments thereto. The grantee agrees to operate the funded program in accordance with the approved grant application and budget, supporting documents, and other representations made in support of the approved grant application. The term grantee is used to connote either grantee or subgrantee, as appropriate, throughout these Provisions. TABLE OF CONTENTS I. Changes from the 2013 AmeriCorps Grant Provisions 2 II. Legislative and Regulatory Authority 2 III. Other Applicable Statutory and Administrative Provisions 2 A. States, Indian Tribes, U.S. Territories, and Local Governments 2 B. Nonprofit Organizations 3 C. Educational Institutions 3 D. Other Applicable Statutes and Regulations 3 E. Exemptions for Fixed Amount Grants 4 F. Order of Precedence 4 IV. AmeriCorps Special Provisions 4 A. Definitions 4 B. Affiliation with the AmeriCorps National Service Network 5 C. Member Recruitment, Selection, and Exit 6 D. Supervision and Support 7 E. Changes in Member Terms of Service or Program Slots 9 F. Release from Participation 11 G. Living Allowances, Other In- Service Benefits, and Taxes 11 H. Member Records and Confidentiality 14 I. Budget and Programmatic Changes 15 J. Reporting Requirements 16 K. Grant Period and Incremental Funding 18 V. General Provisions 18 A. Responsibilities under Grant Administration 18 B. Financial Management Standards 19 C. The Office of Inspector General 20 D. Reporting of Fraud, Waste, and Abuse 20 E. Whistleblower Protection 21 F. Program Income 21 G. Safety 22 H. Non - Discrimination Public Notice and Records Compliance 22 I. Grants Products 23 J. Suspension or Termination of Grant 23 K. Fixed Amount Awards 23 L. Trafficking in Persons 24 M. Central Contractor Registration and Universal Identifier Requirements .26 N. Transparency Act Award Term (for grants & cooperative agreements of $25,000 or more) 27 VI. Attachment Grant Program Civil Rights and Non - Harassment Policy 30 I. CHANGES FROM THE 2013 AMERICORPS GRANT PROVISIONS For your convenience, we have identified changes from last year's AmeriCorps State and National grant provisions. The list below is general and informational in nature, not comprehensive. We reiterate the importance of reviewing all grant provisions, because grantees are responsible for knowing, understanding, and complying with all grant provisions. 1. Section IV.A.5.d. — Updated language to match the statute 2. Section IV.C.3. and IV.G.5. — Included the specific citation to find the FAQs 3. Section IV.E.3.d. — Added a sub - section on refilling slots 4. Section IV.E.4. — Added additional information regarding health insurance for members 5. Section IV.G.5. — Added information regarding eligibility for child care 6. Section IV.G.6. — Deleted the requirement to notify CNCS when a member's status changes that affects healthcare 7. Section IV.J — Updated the progress reporting period covered by the October 30th report 8. Section IV.J.4 — Added requests for extensions must be in writing 9. Section V.D. — Added the section on Reporting of Fraud, Waste, and Abuse 10. Section V.E. - Added the section on Whistleblower Protection 11. Section V.M. and N. — Updated the citation for SAM 12. Replaced the 2013 Civil Rights and Non - Harassment Policy with the 2014 Policy H. LEGISLATIVE AND REGULATORY AUTHORITY This grant is authorized by and subject to the National and Community Service Act of 1990, as amended by the Serve America Act, 42 U.S.C. 12501 et seq., and the implementing regulations at 45 CFR Chapter XXV. Grantees must comply with the requirements of the Act and its implementing regulations. III. OTHER APPLICABLE STATUTORY AND ADMINISTRATIVE PROVISIONS The following applicable federal cost principles, administrative requirements and audit requirements are incorporated by reference: A. STATES, INDIAN TRIBES, U.S. TERRITORIES, AND LOCAL GOVERNMENTS The following circulars and their implementing regulations apply to states, Indian tribes, U.S. territories, and local governments: 2 1. OMB Circular A -102, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments — 45 CFR Part 2541. 2. OMB Circular A -87, Cost Principles for State and Local Governments — 2 CFR Part 225. 3. OMB Circular A -133, Audits of States, Local Governments and Nonprofit Organizations. Fixed Amount grants are exempt from OMB Circular A -87, Cost Principles for State and Local Governments — 2 CFR Part 225. B. NONPROFIT ORGANIZATIONS The following circulars and their implementing regulations apply to nonprofit organizations: 1. OMB Circular A -110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations — 45 CFR Part 2543 or 2 CFR Part 215. 2. OMB Circular A -122, Cost Principles for Nonprofit Organizations — 2 CFR Part 230. 3. OMB Circular A -133, Audits of States, Local Governments and Non - Profit Organizations. Fixed Amount grants are exempt from OMB Circular A -122, Cost Principles for Nonprofit Organizations - 2 CFR Part 230. C. EDUCATIONAL INSTITUTIONS The following circulars and their implementing regulations apply to educational institutions: 1. OMB Circular A -110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations — 45 CFR Part 2543 or 2 CFR Part 215. 2. OMB Circular A -21, Cost Principles for Educational Institutions — 2 CFR Part 220. 3. OMB Circular A -133, Audits of States, Local Governments and Nonprofit Organizations. Fixed Amount grants are exempt from OMB Circular A -21, Cost Principles for Educational Institutions — 2 CFR Part 220. These documents can be found here: www.whitehouse.gov /omb /financial offm circulars /. D. OTHER APPLICABLE STATUTES AND REGULATIONS The grantee must comply with all other applicable statutes, executive orders, regulations, and policies governing the grant, including, but not limited to, those cited in these Grant Provisions, the Grant Assurances and Certifications, and those cited in 45 CFR Parts 2541 and 2543. 3 E. EXEMPTIONS FOR FIXED AMOUNT GRANTS Fixed Amount grants are exempt from the Cost Principles. (See above for the exemptions.) Fixed Amount grants must comply with OMB Circular A -133 and the Uniform Administrative Requirements. Fixed Amount grants include Education Award program (EAP) Fixed Amount grants, Professional Corps Fixed Amount grants, and Full -Cost Fixed Amount grants. F. ORDER OF PRECEDENCE Any inconsistency in the Grant Award shall be resolved by giving precedence in the following order (a) applicable Federal statutes, (b) applicable Federal regulations, (c) CNCS Special Grant Provisions, (d) CNCS General Grant Provisions, (e) the Notice of Funding Opportunity, and (f) the approved Grant Application including all assurances, certifications, attachments, and pre - award negotiations. IV. AMERICORPS SPECIAL PROVISIONS A. DEFINITIONS For purposes of this grant the following definitions apply: 1. Grantee, for the purposes of this agreement, means the direct recipient of this grant. The grantee is legally accountable to CNCS for the use of grant funds and is bound by the provisions of the grant. The grantee is responsible for ensuring that subgrantees or other organizations carrying out activities under this award comply with all applicable Federal requirements, including these provisions, regulations and OMB circulars incorporated by reference. 2. Subgrantee refers to an organization receiving AmeriCorps grant funds or member positions from a grantee of CNCS. See 2 CFR § 215.5, 45 CFR § 2453.5, and 45 CFR § 2541.370. 3. Operating site means the organization that manages the AmeriCorps program and places members into service locations. State subgrantees (programs) are operating sites. National grantees must identify at least one operating site to which they can assign service locations in the state where they are placing members. 4. Service Location means the organization where or with which a member actually provides his or her service in the community. Typical service locations are schools, food banks, health clinics, community parks, etc. The service location may be the same as the operating site, but only if the member actually serves at or with the operating site organization. A member may serve at multiple service locations, all of which must be listed in the portal, although the program must select only one for the member's primary assignment. 5. Member or participant means an individual: 4 a. Who has been selected by a grantee or subgrantee to serve in an approved national service position; b. Who is a U.S. citizen, U.S. national, or lawful permanent resident alien of the United States; c. Who is at least 17 years of age at the commencement of service unless the member is out of school and enrolled in a full -time, year -round youth corps or full -time summer program as defined in the Act (42 U.S.C. § 12572 (a)(3)(B)(x)), in which case he or she must be between the ages of 16 and 25, inclusive, and d. Who has received a high school diploma or its equivalent, agrees to obtain a high school diploma or its equivalent (unless this requirement is waived based on an individual education assessment conducted by the program) and the individual did not drop out of an elementary or secondary school to enroll in the program, or is enrolled in an institution of higher education on an ability to benefit basis and is considered eligible for funds under section 1091 of title 20. B. AFFILIATION WITH THE AMERICORPS NATIONAL SERVICE PROGRAM 1. Identification as an AmeriCorps Program or Member. The grantee shall identify the program as an AmeriCorps program and members as AmeriCorps members. All partnership agreements/MOUs related to the AmeriCorps program must explicitly state that the program is an AmeriCorps program and AmeriCorps members are the resource being provided. 2. The AmeriCorps Name and Logo. AmeriCorps is a registered service mark of CNCS. CNCS provides a camera -ready logo. All grantee and subgrantee websites shall clearly state that they are an AmeriCorps grantee and shall prominently display the AmeriCorps logo. Grantees and subgrantees shall use the AmeriCorps name and logo on service gear and public materials such as stationery, application forms, recruitment brochures, on -line position postings or other recruitment materials, orientation materials, member curriculum materials, signs, banners, press releases and publications related to their AmeriCorps program in accordance with CNCS requirements. To publicize the relationship between the program and AmeriCorps, the grantee shall describe their program as "an AmeriCorps program." Grantees shall provide information or training to their AmeriCorps members about how their program is part of the national AmeriCorps program and about the other national service programs of CNCS. Grantees are strongly encouraged to place signs that include the AmeriCorps name and logo at their service sites and may use the slogan "AmeriCorps Serving Here." AmeriCorps members should state that they are AmeriCorps members during public speaking opportunities. The grantee may not alter the AmeriCorps logo, and must obtain written permission from CNCS before using the AmeriCorps name or logo on materials that will be sold, or permitting donors to use the AmeriCorps name or logo in promotional materials. The grantee may not use or display the AmeriCorps name or logo in connection with any activity prohibited by statute, regulation, or these grant provisions. 5 C. MEMBER RECRUITMENT, SELECTION, AND EXIT Member recruitment and selection requirements are in CNCS's regulations at 45 CFR §§ 2522.210 and. Part 2540. In addition, the grantee must ensure that the following procedures are followed: 1. Notice to CNCS's National Service Trust. The grantee must notify CNCS's National Service Trust, via the MyAmeriCorps Portal, within 30 days of a member's start of, completion of, suspension from, or release from, a term of service. Suspension of service is defined as an extended period during which the member is not serving, nor accumulating service hours or receiving AmeriCorps benefits. The grantee also must notify the Trust, via the My AmeriCorps Portal, when a change in a member's term of service is approved and changed (i.e. from full -time to less than full - time or vice versa). Failure to report such changes within 30 days may result in sanctions to the grantee, up to and including, suspension or termination of the grant. Grantees or subgrantees meet notification requirements by using the appropriate electronic system to inform CNCS of changes within the required time frames. Any questions regarding the Trust should be directed to the Trust Office (800) 942 -2677. Penalties for false information: Any individual who makes a materially false statement or representation in connection with the approval or disbursement of an education award or other payment from the National Service Trust may be liable for the recovery of funds and subject to civil and criminal sanctions. 2. Parental Consent. Parental or legal guardian consent must be obtained for members under 18 years of age before members begin a term of service. Grantees may also include an informed consent form of their own design as part of the member service agreement materials. 3. Reasonable Accommodation. Programs and activities must be accessible to persons with disabilities, and the grantee must provide reasonable accommodation to the known mental or physical disabilities of otherwise qualified members, service recipients, applicants, and staff. All selections and project assignments must be made without regard to the need to provide reasonable accommodation. See the FAQ for more information: (http: / /www.nationalservice.gov/ sites / default / files /documents/AmeriCorps_State Nation al_Policy_FAQs.pdf). 4. Assigning Members to Service Locations. The grantee is required to ensure that all operating sites and all service locations are entered in the My AmeriCorps portal for all members within 30 days of members' starting a term of service. The grantee is required to include the name of the organization, and the full address or zip - plus -four of the service locations where each member will be serving. If a member is serving at multiple service locations, the program must select the one where the member serves a majority of 6 his or her hours for the member's assignment, however, all service locations must be listed in the portal. 5. Completion of Terms of Service. The grantee must ensure that each member has sufficient opportunity to complete the required number of hours of service to qualify for the education award. Members must be exited within 30 days of the end of their term of service. Should a program not be renewed, a member who was scheduled to continue in a term of service may either be placed in another program, where feasible, or if the member has completed at least 15% of the service hour requirement, a member may receive a pro -rated education award. 6. Member Exit. In order for a member to receive an education award from the National Service Trust, the grantee must certify to the National Service Trust that the member satisfactorily and successfully completed the term of service, and is eligible to receive the education benefit. The grantee (and any individual or entity acting on behalf of the grantee) is responsible for the accuracy of the information certified on the end -of -term certification. D. SUPERVISION AND SUPPORT 1. Planning for the Term of Service. The grantee must develop member positions that provide for meaningful service activities and performance criteria that are appropriate to the skill level of members. The grantee is responsible for ensuring that the positions do not include or put the AmeriCorps member in a situation in which the member is at risk for engaging in any prohibited activity (see 45 CFR § 2520.65), activity that would violate the non - duplication and non - displacement requirements (see 45 CFR § 2540.100), or prohibited fundraising activity (see 45 CFR §§ 2520.40 -.45). The grantee must accurately and completely describe the activities to be performed by each member in a position description. Position descriptions must be provided to CNCS upon request. The grantee must ensure that each member has sufficient opportunity to complete the required number of hours to qualify for an education award. In planning for the member's term of service, the grantee must account for holidays and other time off, and must provide each member with sufficient opportunity to make up missed hours. 2. Member Service Agreements. The grantee must require that each member sign a member service agreement that includes, at minimum, the following: a. Member position description; b. The minimum number of service hours (as required by statute) and other requirements (as developed by the grantee) necessary to successfully complete the term of service and to be eligible for the education award; c. The amount of the education award being offered for successful completion of the terms of service in which the individual is enrolling; d. Standards of conduct, as developed by the grantee or subgrantee; e. The list of prohibited activities, including those specified in the regulations at 45 CFR § 2520.65 (see paragraph 3, below); 7 f. The text of 45 CFR §§ 2540.100(e) -(f), which relates to Non - duplication and Nondisplacement; g. The text of 45 CFR §§ 2520.40 -.45, which relates to fundraising by members; h. Requirements under the Drug -Free Workplace Act (41 U.S.C. § 701 et seq.); i. Civil rights requirements, complaint procedures, and rights of beneficiaries (see Section V.F.); j. Suspension and termination rules; k. The specific circumstances under which a member may be released for cause; I. Grievance procedures; and m. Other requirements established by the grantee. The grantee should ensure that the service agreement is signed before commencement of service so that members are fully aware of their rights and responsibilities. 3. Prohibited Activities. While charging time to the AmeriCorps program, accumulating service or training hours, or otherwise performing activities supported by the AmeriCorps program or CNCS, staff and members may not engage in the following activities (see 45 CFR § 2520.65): a. •Attempting to influence legislation; b. Organizing or engaging in protests, petitions, boycotts, or strikes; c. Assisting, promoting, or deterring union organizing; d. Impairing existing contracts for services or collective bargaining agreements; e. Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office; f. Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials; g. Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization; h. Providing a direct benefit to- i. A business organized for profit; ii. A labor union; iii.A partisan political organization; iv.A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in political activities or substantial amount of lobbying except that nothing in these provisions shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and v. An organization engaged in the religious activities described in paragraph 3.g. above, unless CNCS assistance is not used to support those religious activities; i. Conducting a voter registration drive or using CNCS funds to conduct a voter registration drive; 8 j. Providing abortion services or referrals for receipt of such services; and k. Such other activities as CNCS may prohibit. AmeriCorps members may not engage in the above activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of the activities listed above. Individuals may exercise their rights as private citizens and may participate in the activities listed above on their initiative, on non - AmeriCorps time, and using non -CNCS funds. Individuals should not wear the AmeriCorps logo while doing so. 4. Supervision. The grantee must provide members with adequate supervision by qualified supervisors consistent with the approved grant application. The grantee must conduct an orientation for members, including training on what activities are prohibited during AmeriCorps service hours, and comply with any pre - service orientation or training required by CNCS. The grantee must ensure that it does not exceed the limitation on member service hours spent in education and training set forth in 45 CFR § 2520.50. 5. Performance Reviews. The grantee must conduct and keep a record of at least a midterm and an end -of -term written evaluation of each member's performance for Full and Half -Time members and an end -of -term written evaluation for less than Half -time members. The end -of -term evaluation should address, at a minimum, the following factors: a. Whether the member has completed the required number of hours; b. Whether the member has satisfactorily completed assignments; and c. Whether the member has met other performance criteria that were clearly communicated at the beginning of the term of service. 6. Timekeeping. The grantee is required to ensure that time and attendance recordkeeping is conducted by the AmeriCorps member's supervisor. This time and attendance record is used to document member eligibility for in- service and post - service benefits. Time and attendance records must be signed and dated both by the member and his /her supervisor. If a Professional Corps program wants to follow the timekeeping practices of its profession and certify that members have completed the minimum required hours, excluding sick and vacation days, it must get advance written approval from CNCS. 7. Member Death or Injury. The grantee must immediately report any member deaths or serious injuries to the designated CNCS Program Officer. E. CHANGES IN MEMBER TERMS OF SERVICE OR PROGRAM SLOTS 1. Changes that Require CNCS Approval. Circumstances may arise within a program that necessitate changing the type of unfilled AmeriCorps member positions awarded to a grantee or subgrantee, or changing the term of service of a currently enrolled member. Note that once a member is exited with a partial education award, the remaining portion 9 of that education award is not available for use. The following changes require written approval from CNCS's Office of Grants Management as well as written approval and concurrence from the State Commission or National Direct grantee: a. A change in the number of member service year positions in the grant; and /or b. A change in the funding level of the grant. 2. Changing Slot Types (unfilled positions). Except for Full -cost Fixed - amount and Professional Corps Fixed - amount grants, grantees or subgrantees may change the type of slots awarded to their program if: a. The change does not increase the total MSYs authorized in the Notice of Grant Award (e.g. one half-time position cannot be changed to one full -time position); and b. The change does not increase the value of the education award. All changes to slot type are subject to availability of funds in the Trust, must be Trust neutral, and must comply with all assumptions on which Trust prudence and continued solvency are predicted. Changes in slot type may be made by the grantee directly in the My AmeriCorps Portal. 3. Changing a Term of Service (currently enrolled positions). Changes in terms of service may not result in an increased number of MSYs for the program. With the exception of Education Award only grants, grantees with Fixed Amount grants may not convert members to less- than -full -time slots. a. Full -time. State Commissions and National Direct Organizations may authorize or approve occasional changes of currently enrolled full -time members to less than full - time members. Impact on program quality should be factored into approval of such requests. CNCS will not cover health care or childcare costs for less than full -time members. It is not allowable to transfer currently enrolled full -time members to a less than full -time status simply to provide a less than full -time education award. b. Less than Full -time. CNCS discourages changing less than full -time members to full -time because it is very difficult to manage, unless done very early in the member's term of service. State Commissions and National Direct Parent Organizations may authorize or approve such changes so long as their current budget can accommodate such changes. Programs must keep in mind that a member's minimum 1700 hours must be completed within 12 months of the member's original start date. c. Refilling Slots. With the exception of grantees whose awards have special grant conditions under 45 CFR § 2543.14 or § 2541.120, AmeriCorps State and National programs that have fully enrolled their awarded member slots are allowed to replace any member who terminates service before completing 30 percent of his/her term provided that the member who is terminated is not eligible for and does not receive a pro -rated education award. Programs may not refill the same slot more than once. 10 As a fail -safe mechanism to ensure that resources are available in the National Service Trust to finance all earned education awards, CNCS will suspend refilling if either: i. Total AmeriCorps enrollment reaches 97 percent of awarded slots; or ii. The number of refills reaches five percent of awarded slots. d. Slots eligible for refill may not be transferred. Additionally, they may not be combined with unfilled slots. 4. Formula and State Competitive Grant Slot Transfers. State commissions are allowed to transfer slots among their state formula and competitive subgrantees in order to maximize enrollment and cost effectiveness without prior approval. State commissions may not transfer slots between competitive and formula subgrantees, or vice - versa. State commissions may not transfer funds among their competitive subgrantees. 5. Notice to Childcare and Healthcare Providers. The grantee must immediately notify CNCS's designated agents, in writing, when a member's status changes in a manner that affects eligibility for childcare or healthcare. See Section N.G. 6. F. RELEASE FROM PARTICIPATION Grantees may release members from participation for two reasons: (a) for compelling personal circumstances; and (b) for cause. See 45 CFR § 2522.230 for requirements. Whether the reason for the release amounts to circumstances beyond the member's control is determined by the grantee, consistent with the criteria listed in 45 CFR § 2522.230(a). Failure to follow the requirements set forth in regulation (e.g., releasing an individual for a non - compelling personal circumstance, such as when the individual is leaving to go to school) is considered non- compliance with grant requirements and may result in disallowed costs and other remedies for non - compliance. In addition to the regulations, the following applies: No Automatic Disqualification if Released for Cause: A release for cause covers all circumstances in which a member does not successfully complete his/her term of service for reasons other than compelling personal circumstances. Therefore, it is possible for a member to receive a satisfactory performance review and be released for cause. For example, a member who is released for cause from a first term —e.g. the individual has decided to take a job offer —but who, otherwise, performed well, would not be disqualified from enrolling for a subsequent term as long as the individual received a satisfactory performance evaluation for the first period of service. G. LIVING ALLOWANCES, OTHER IN- SERVICE BENEFITS, AND TAXES 1. Living Allowance Distribution. A living allowance is not a wage. Grantees must not pay a living allowance on an hourly basis. Grantees should pay the living allowance in regular increments, such as weekly or bi- weekly, paying an increased increment only on the basis of increased living expenses such as food, housing, or transportation. Payments should not fluctuate based on the number of hours served in a particular time period, and must cease when the member's service ceases. 11 If a member serves all required hours and is permitted to conclude his or her term of service before the originally agreed upon end of term, the grantee may not provide a lump sum payment to the member. Similarly, if a member is selected after the program's start date, the grantee must provide regular living allowance payments from the member's start date and may not increase the member's living allowance incremental payment or provide a lump sum to make up any missed payments. Education Award Program Fixed - Amount grants (EAPs) may provide a living allowance or other in- service benefits to their members, but are not required to do so. Full -cost and other Fixed Amount grantees must provide a living allowance to their members. 2. Waiving the Living Allowance. If a living allowance is paid, a member may waive all or part of the payment of a living allowance if he or she believes his or her public assistance may be lost or decreased because of the living allowance. Even if a member waives his or her right to receive the living allowance, it is possible — depending on the specific public assistance program rules —that the amount of the living allowance that the member is eligible to receive will be deemed available. A member who has waived the living allowance may revoke the waiver at any time and may begin receiving the living allowance going forward from the date the individual revoked the waiver. A member may not receive any portion of the living allowance for the period of time the living allowance was waived. 3. Taxes and Insurance. Requirements related to member living allowances and benefits are in 45 CFR §§ 2522.240 and 2522.250. In addition, grantees must ensure that the following procedures are followed: a. Liability Insurance Coverage. The grantee is responsible for ensuring adequate general liability coverage for the organization, employees and members, including coverage of members engaged in on- and off -site project activities. b. FICA (Social Security and Medicare taxes). Unless the grantee obtains a ruling from the Social Security Administration or the Internal Revenue Service that specifically exempts its AmeriCorps members from FICA requirements, the grantee must pay FICA for any member receiving a living allowance. The grantee also must withhold 7.65% from the member's living allowance. c. Income Taxes. The grantee must withhold Federal personal income taxes from member living allowances, requiring each member to complete a W -4 form at the beginning of the term of service and providing a W -2 form at the close of the tax year. The grantee must comply with any applicable state or local tax requirements. d. Worker's Compensation. Some states require worker's compensation for AmeriCorps members. Grantees must check with State Departments of Labor or state commissions to determine worker's compensation requirements. If worker's compensation is not required, grantees must obtain Occupational, Accidental, and Death and Dismemberment coverage for members to cover in- service injury or incidents. 12 4. Healthcare Coverage. Except for EAPs, Professional Corps, or members covered under a collective bargaining agreement, the grantee must provide, or make available, healthcare insurance to those members serving a 1700 -hour full -time term who are not otherwise covered by a healthcare policy at the time the member begins his/her term of service. The grantee must also provide, or make available, healthcare insurance to members serving a 1700 -hour full -time term who lose coverage during their term of service as a result of service or through no deliberate act of their own. CNCS will not cover healthcare costs for dependent coverage. Less - than - full -time members who are serving in a full -time capacity for a sustained period of time (e.g. a full -time summer project) are eligible for healthcare benefits. Programs may provide health insurance to less - than - full -time members serving in a full -time capacity, but they are not required to do so. For purposes of this provision, a member is serving in a full -time capacity when his/her regular term of service will involve performing service on a normal full -time schedule for a period of six weeks or more. A member may be serving in a full -time capacity without regard to whether his/her agreed term of service will result in a full -time Segal AmeriCorps Education Award. Any of the following health insurance options will satisfy the requirement for health insurance for full -time AmeriCorps members (or less than full -time members serving in a full -time capacity): staying on parents' or spouse plan; insurance obtained through the Federal Health Insurance Marketplace of at least the Bronze level plan; insurance obtained through private insurance broker; Medicaid, Medicare or military benefits. By July 1, 2015, all AmeriCorps programs must have MEC coverage. For fiscal year 2014, programs must document evidence of working towards MEC compliance. Per a May 14, 2014 notice, the Department of Health and Human Services (HHS) issued guidance that created a special healthcare enrollment period (through December 31, 2014) for all AmeriCorps State and National members. Starting Service: If you start AmeriCorps State and National service after the open enrollment period which ended on March 30, 2014, you have 60 days from the service start date to sign -up for healthcare coverage through the federal healthcare marketplace. Ending Service: At the conclusion of service, you will also be able to purchase a qualified health plan from the federal healthcare marketplace outside of the annual open enrollment period. You have 60 days from the service end date to sign -up for healthcare coverage. If coverage is being provided via the Healthcare Marketplace, and thus third party payment is not an option, programs must develop a process to reimburse members for monthly premiums. Reimbursements for health insurance premiums are considered taxable income for the member, and programs must have a way to document such reimbursements. 5. Administration of Childcare Payments. In general, CNCS will provide for childcare payments, which will be administered through an outside contractor. Requirements and 13 eligibility criteria are in the AmeriCorps regulations, 45 CFR § 2522.250. Members serving in EAPs are not eligible for the childcare benefit. CNCS will not cover childcare costs for members who served on a less than full -time basis, or who have ceased serving. Programs may provide child care to less - than - full -time members serving in a full -time capacity, but they are not required to do so. Grantees that choose to provide childcare as a match source (as approved in their budget) may contact the childcare contractor for technical assistance. Grantees can contact the AmeriCorps hotline at 1- 800 - 942 -2677 with questions regarding childcare. The criteria for member eligibility are contained in 45 CFR § 2522.250. Also see the FAQs, (http: / /www.nationalservice.gov /sites /default/files /documents /AmeriCorps_State_Nation al_Policy_FAQs.pdf)) for more detailed information on administering childcare and healthcare benefits. 6. Notice to Childcare Providers. The grantee must immediately notify CNCS's designated agents in writing, when a member's status changes in a manner that affects the member's eligibility for childcare. Examples of changes in status include: changes to a member's scheduled service so that he /she is no,longer serving on a full -time basis, terminating or releasing a member from service, and suspending a member for cause for a lengthy or indefinite time period. Program directors should contact the childcare provider on childcare related changes. H. MEMBER RECORDS AND CONFIDENTIALITY 1. Recordkeeping. The grantee must maintain records, including the position description, sufficient to establish that each member was eligible to participate and that the member successfully completed all program requirements. A program may store member files electronically and use electronic signatures if the program can ensure the validity and integrity of the record and signature is maintained. CNCS will recognize electronically stored files where: The electronic storage procedures and system provide for the safe - keeping and security of the records, including: a. Sufficient prevention of unauthorized alterations or erasures of records; b. Effective security measures to ensure that only authorized persons have access to records; c. Adequate measures designed to prevent physical damage to records; and d. A system providing for back -up and recovery of records; and The electronic storage procedures and system provide for the easy retrieval of records in a timely fashion, including: a. Storage of the records in a physically accessible location; b. Clear and accurate labeling of all records; and c. Storage of the records in a usable, readable format. 14 2. Verification of Eligibility. Unless an individual social security number and citizenship was verified through the My AmeriCorps Portal, the grantee must obtain and maintain documentation as required by 45 CFR § 2522.200(c). CNCS does not require programs to make and retain copies of the actual documents used to confirm age or citizenship eligibility requirements, such as a driver's license, or birth certificate, as long as the grantee has a consistent practice of identifying the documents that were reviewed and maintaining a record of the review. Enrolling in the My AmeriCorps portal requires members to certify their high school status. Such certification fulfills the grantee's verification requirement to obtain and maintain documentation from the member relating to the member's high school education. If the member is incapable of obtaining a high school diploma or its equivalent, as determined by an independent evaluation, the grantee must retain a copy of the supporting evaluation. 3. Confidential Member Information. The grantee must maintain the confidentiality of information regarding individual members. The grantee must obtain the prior written consent of all members before using their names, photographs and other identifying information for publicity, promotional or other purposes. Grantees may release aggregate and other non - identifying information, and are required to release member information to CNCS and its designated contractors. The grantee must permit a member who submits a written request for access to review records that pertain to the member and were created pursuant to this grant. 4. National Service Criminal History Check. The specific requirements of the. National Service Criminal History Check, including the timing and recordkeeping requirements, are specified at 45 CFR §& 2540.200 - .207. You must retain a record of the NSOPW search and associated results either by printing the screen(s) or by some other method that retains paper or digital images of the NSOPW checks, inclusive of the date record for when the search was performed. Inability to demonstrate that you conducted an NSOPW or the required criminal history check, as specified in the regulations, may result in sanctions, including disallowance of costs. I. BUDGET AND PROGRAMMATIC CHANGES 1. Programmatic Changes. The grantee must first obtain the prior written approval of the AmeriCorps Program Office before making any of the following changes (a -c): a. Changes in the scope, objectives or goals of the program, whether or not they involve budgetary changes; b. Substantial changes in the level of participant supervision; c. Entering into additional subgrants or contracts for AmeriCorps activities funded by the grant, but not identified or included in the approved application and grant budget. Upon notification to the AmeriCorps Program Office, grantees may make programmatic changes due to, or in response to, an officially- declared state or national disaster without 15 written approval from CNCS. As soon as practicable, grantees making disaster - related programmatic changes must discuss the recordkeeping, member activities, performance measure adjustments, and other AmeriCorps grant requirements with the AmeriCorps Program Office. While written approval from CNCS is not required before making disaster - related programmatic changes, CNCS reserves the right to limit or deny disaster - related programmatic changes. 2. Program Changes for Formula Programs. State Commissions are responsible for approving the above changes for state formula programs. 3. Budgetary Changes. The grantee must obtain the prior written approval of CNCS's Office of Grants Management before deviating from the approved budget in any of the following ways: a. Specific Costs Requiring Prior Approval before Incurrence under OMB Circulars A- 21 (2 CFR Part 220), A -87 (2 CFR Part 225), or A -122 (2 CFR Part 230). For certain cost items, the cost circulars require approval of the awarding agency for the cost to be allowable. Examples of these costs are overtime pay, rearrangement and alteration costs, and pre -award costs. b. Purchases of Equipment over $5,000 using grant funds, unless specified in the approved application and budget. c. Unless the CNCS share of the award is $100,000 or less, changes to cumulative and /or aggregate budget line items that amount to 10 per cent or more of the total budget must be approved in writing in advance by CNCS. The total budget includes both the CNCS and grantee shares. Grantees may transfer funds among approved direct cost categories when the cumulative amount of such transfers does not exceed 10 percent of the total budget. 4. Approvals of Programmatic and Budget Changes. CNCS's Grants Officers are the only officials who have the authority to alter or change the provisions or requirements of the grant. The Grants Officers will execute written amendments, and grantees should not assume approvals have been granted unless documentation from the Grants Office has been received. Programmatic changes also require final approval of CNCS's Office of Grants Management after written recommendation for approval is received from the Program Office. 5. Exceptions for Fixed Amount Grants. Grantees with Fixed Amount grants are not subject to the requirements in Section 3, Budgetary Changes. J. REPORTING REQUIREMENTS This section applies only to the grantee. The grantee is responsible for timely submission of periodic financial and progress reports during the project period and a final financial report and for setting submission deadlines for its respective subgrantees that ensure the timely submission of grantee reports. . 16 1. Grantee Progress Reports. The grantee shall complete and submit progress reports in eGrants to report on progress toward achievement of its approved performance targets. Due Date April 30 October 31 Reporting Period Covered Start of grant through March 31 Start of grant year through end of grant year or September 30, whichever is sooner 2. Financial Reports. The grantee shall complete and submit financial reports in eGrants (Financial Status Reports on menu tree) to report the status of all funds. The grantee must submit timely cumulative financial reports in accordance with CNCS guidelines according to the following schedule: Due Date April 30 October 31 Reporting Period Covered Start of grant through March 31 April 1— September 30 A grantee must set submission deadlines for its respective subgrantees that ensure the timely submission of grantee reports. Cost reimbursement National Professional Corps grantees submit one financial report per year. All grantees, including Fixed Amount grantees, must submit the Federal Financial Report (FFR) - Cash Transactions Report on a quarterly basis to the Department of Health and Human Services Payment Management System per the Electronic Funds Transfer Agreement. • 3. Reporting Other Federal Funds. The grantee shall report the amount and sources of federal funds, other than those provided by CNCS, claimed as matching funds. This includes other federal funds expended by subgrantees and operating sites and claimed as match. This information shall be reported annually on the financial report due October 31st or at the time the final financial report is submitted if the final report is due prior to October 31st. Fixed Amount grantees are not required to report this information. 4. Requests for Extensions. Each grantee must submit required reports by the given dates. Extensions of reporting deadlines will be granted only when 1) the report cannot be, furnished in a timely manner for reasons, in the determination of CNCS, legitimately beyond the control of the grantee, and 2) CNCS receives a written request explaining the need for an extension before the due date of the report. Extensions of deadlines for financial reports may only be granted by the Office of Grants Management, and extensions of deadlines for progress reports may only be granted by the AmeriCorps Program Office. 17 5. Final Financial Reports. A grantee must submit, in lieu of the last semi - annual financial report, a final financial report. This final report is due no later than 90 days after the end of the project period 6. Final Progress Reports. A grantee must submit, in addition to the last semi - annual project report, a final project report. This final report is due no later than 90 days after the end of the project period. 7. Financial Reports for Fixed Amount Grants. Fixed Amount grantees are not required to submit financial reports to CNCS, including the final financial report. K. GRANT PERIOD AND INCREMENTAL FUNDING For the purpose of the grant, a project period is the complete length of time the grantee is proposed to be funded to complete approved activities under the grant. A project period may contain one or more budget periods. A budget period is a specific interval of time for which Federal funds are being provided to fund a grantee's approved activities and budget. Unless otherwise specified, the grant covers a three -year project period. In approving a multi- year project period, CNCS generally makes an initial award for the first year of operation. Additional funding is contingent upon satisfactory performance, a grantee's demonstrated capacity to manage a grant and comply with grant requirements, and the availability of Congressional appropriations. CNCS reserves the right to adjust the amount of a grant award, or elect not to continue funding for subsequent years. The project period and the budget period are noted on the award document. V. GENERAL PROVISIONS A. RESPONSIBILITIES UNDER GRANT ADMINISTRATION 1. Accountability of the Grantee. The grantee has full fiscal and programmatic responsibility for managing all aspects of the grant and grant- supported activities, subject to the oversight of CNCS. The grantee is accountable to CNCS for its operation of the AmeriCorps program and the use of CNCS grant funds. The grantee must expend grant funds in a judicious and reasonable manner, and it must record accurately the service activities and outcomes achieved under the grant. Although grantees are encouraged to seek the advice and opinion of CNCS on special problems that may arise, such advice does not diminish the grantee's responsibility for making sound judgments and does not shift the responsibility for operating decisions to CNCS. 2. Subawards. A grantee may make subgrants in accordance with the requirements set forth in 45 CFR Part 2541 or 2 CFR Part 215 and 45 CFR Part 2543. The grantee must have and implement a plan for oversight and monitoring to ensure that each subgrantee and service site has agreed to comply, and is complying, with grant requirements. This includes oversight and monitoring to ensure that AmeriCorps members are not engaging in prohibited activities in 45 CFR § 2520.65. 18 3. Notice to CNCS. The grantee will notify the appropriate CNCS Program or Grants Officer immediately of any developments or delays that have a significant impact on funded activities, any significant problems relating to the administrative or financial aspects of the grant, or any suspected misconduct or malfeasance related to the grant or grantee. The grantee will inform the CNCS official about the corrective action taken or contemplated by the grantee and any assistance needed to resolve the situation. B. FINANCIAL MANAGEMENT STANDARDS 1. General. The grantee must maintain financial management systems that include standard accounting practices, sufficient internal controls, a clear audit trail, and written cost allocation procedures, as necessary. Financial management systems must be capable of distinguishing expenditures attributable to this grant from expenditures not attributable to this grant. The systems must be able to identify costs by program year and by budget category, and to differentiate between direct and indirect costs, or administrative costs. For further details about the grantee's financial management responsibilities, refer to OMB Circular A -102 and its implementing regulations (45 CFR Part 2541) or A -110 (2 CFR Part 215) and it's implementing regulations (2 CFR Part 205 and 45 CFR Part 2543), as applicable. 2. Consistency of Treatment. To be allowable under an award, costs must be consistent with policies and procedures that apply uniformly to both federally financed and other activities of the organization. Furthermore, the costs must be accorded consistent treatment in both federally financed and other activities, as well as between activities, supported by different sources of federal funds. 3. Audits. Grantee organizations that expend $500,000 or more in total federal awards in a fiscal year shall have a single or program - specific audit conducted for that year in accordance with the Single Audit Act, as amended, 31 U.S.C. 7501, et seq., and OMB Circular A -133. If the grantee expends federal awards under only one federal program, it may elect to have a program specific audit, if it is otherwise eligible. A grantee that does not expend $500,000 in Federal awards is exempt from the single audit requirements of OMB Circular A -133 for that year. However, it must continue to conduct financial management reviews of its subgrantees, and records must be available for review and audit. A recipient of a Federal grant that is a pass- through entity is required, in accordance with paragraph 400(d) of OMB Circular A -133, to do the following with regard to its subrecipients: (1) identify the Federal award and funding source; (2) advise sub - recipients of all requirements imposed on them; (3) monitor subrecipient activities and compliance; (4) ensure subrecipients have A -133 audits when required; (5) issue decisions and ensure follow -up on audit findings in a timely manner; (6) where necessary, adjust its own records and financial statements based on audits; and (7) require subrecipients to permit access by the pass- through entity and auditors to records and financial statements, as necessary, for the pass- through entity to comply with A -133. 19 C. THE OFFICE OF INSPECTOR GENERAL CNCS's Office of Inspector General (OIG) conducts and supervises independent and objective audits, evaluations, and investigations of CNCS's programs and operations. Based on the results of these audits, reviews, and investigations, the OIG recommends policies to promote economy and efficiency and to prevent and detect fraud, waste, and abuse in CNCS's programs and operations. The OIG conducts and supervises audits of CNCS grantees, as well as legislatively mandated audits and reviews. The legislatively mandated audits include the annual financial statement audit, and fulfilling the requirements of the Government Information Security Reform Act and its successor, the Federal Information Security Management Act. A risk -based approach, along with input received from CNCS management, is used to select grantees and grants for audit. The OIG hires audit firms to conduct some of its audits. The OIG audit staff is available to discuss its audit function, and can be reached at (202) 606 -9390. The OIG is available to offer assistance to AmeriCorps grantees that become aware of suspected criminal activity in connection with the AmeriCorps program. Grantees should immediately contact the OIG when they first suspect that a criminal violation has occurred. The OIG investigative staff is available to provide guidance and ensure that the appropriate law enforcement agency is notified, if required. The OIG may be reached by email at hotline @cncsig.gov or by telephone at (800) 452 -8210. D. REPORTING OF FRAUD, WASTE, AND ABUSE Grantees must immediately contact the OIG and their program officer when they first suspect that: 1. a criminal violation has occurred (see 18 U.S.C. Part I for more information on criminal conduct - http: / /www.gpo.gov /fdsys /pkg/USCODE- 2012- title18/html /USCODE -2012- titlel8- partI.htm), such as: a. criminal fraud, b. theft or embezzlement, c. forgery, and d. corruption, bribery, kickbacks, or acceptance of illegal gratuities or extortion. 2. Actual or suspected fraud, waste, or abuse has occurred. a. Fraud involves obtaining something of value through willful misrepresentation. b. Waste involves the taxpayers not receiving reasonable value for money in connection with any government funded activities due to an inappropriate act or omission by players with control over or access to government resources. c. Abuse involves behavior that is deficient or improper when compared with behavior that a prudent person would consider reasonable and necessary business practice given the facts and circumstances. Abuse also includes misuse of 20 authority or position for personal financial interests or those of an immediate or close family member or business associate. E. WHISTLEBLOWER PROTECTION 1. This grant and employees working on this grant will be subject to the whistleblower rights and remedies in the pilot program on Contractor employee whistleblower protections established at 41 U.S.C. 4712 by section 828 of the National Defense Authorization Act for Fiscal Year 2013 (Pub. L. 112 -239). 2. Under this pilot program, an employee of a grantee may not be discharged, demoted, or otherwise discriminated against as a reprisal for disclosing information that the employee reasonably believes is evidence of gross mismanagement of a Federal contract or grant, a gross waste of Federal funds, an abuse of authority (an arbitrary and capricious exercise of authority that is inconsistent with the mission of CNCS or the successful performance of a contract or grant of CNCS) relating to a Federal contract or grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a Federal contract (including the competition for or negotiation of a contract) or grant. 3. The grantee shall inform its employees in writing, in the predominant language of the workforce or organization, of employee whistleblower rights and protections under 41 U.S.C. 4712, as described above and at http://www.cncsoig.gov/contractor- whistleblower- protection -0 #node -1001. F. PROGRAM INCOME 1. General. Income, including fees for service earned as a direct result of the grant- funded program activities during the award period, must be retained by the grantee and used to finance the grant's non -CNCS share. 2. Excess Program Income. Program income earned in excess of the amount needed to finance the grantee share must follow the appropriate requirements of 45 CFR § 2541.250, 45 CFR § 2543.24 or 2 CFR § 215.24, 2 CFR Part 225, 2 CFR Part 215, or 2 CFR Part 220 and be deducted from total claimed costs. Grantees that earn excess income must specify the amount of the excess in the comment box on the financial report. 3. Fees for Service. When using assistance under this grant, the grantee may not enter into a contract for or accept fees for service performed by members when: a. The service benefits a for - profit entity, b. The service falls within the other prohibited activities set forth in these grant provisions, or c. The service violates the provisions of 42 U.S.C. § 12637 — Nonduplication and Nondisplacement. 21 4. Full -Cost and Professional Corps Fixed Amount Grants. The grantee must notify its Grants Officer if it earns program income in excess of the amounts needed to cover all expenditures under the grant. The Grants Officer will determine the disposition of the excess program income. G. SAFETY The grantee must institute safeguards as necessary and appropriate to ensure the safety of members. Members may not participate in projects that pose undue safety risks. H. NON - DISCRIMINATION PUBLIC NOTICE AND RECORDS COMPLIANCE 1. Public Notice of Non - discrimination. The grantee must notify members, community beneficiaries, applicants, program staff, and the public, including those with impaired vision or hearing, that it operates its program or activity subject to the non - discrimination requirements of the applicable statutes. The notice must summarize the requirements, note the availability of compliance information from the grantee and CNCS, and briefly explain procedures for filing discrimination complaints with CNCS. Sample language is: This program is available to all, without regard to race, color, national origin, disability, age, sex, political affiliation, or, in most instances, religion. It is also unlawful to retaliate against any person who, or organization that, files a complaint about such discrimination. In addition to filing a complaint with local and state agencies that are responsible for resolving discrimination complaints, you may bring a complaint to the attention of the Corporation for National and Community Service. If you believe that you or others have been discriminated against, or if you want more information, contact: (Name, address, phone number — both voice and TTY, and preferably toll free — FAX number and email address of the grantee) or Office of Civil Right and Inclusiveness Corporation for National and Community Service 1201 New York Avenue, NW Washington, DC 20525 (800) 833 -3722 (TTY and reasonable accommodation line) (202) 565 -3465 (FAX); eo @cns.gov (email) The grantee must include information on civil rights requirements, complaint procedures and the rights of beneficiaries in member service agreements, handbooks, manuals, pamphlets, and post in prominent locations, as appropriate. The grantee must also notify the public in recruitment material and application forms that it operates its program or activity subject to the nondiscrimination requirements. Sample language, in bold print, is: This program is available to all, without regard to race, color, national origin, disability, age, sex, political affiliation, or, in most instances, religion. Where a significant portion of the population eligible to be served needs services or information in 22 a language other than English, the grantee shall take reasonable steps to provide written material of the type ordinarily available to the public in appropriate languages. 2. Records and Compliance Information. The grantee must keep records and make available to CNCS timely, complete and accurate compliance information to allow CNCS to determine if the grantee is complying with the civil rights statutes and implementing regulations. Where a grantee extends federal financial assistance to subgrantees, the subgrantees must make available compliance information to the grantee so it can carry out its civil rights obligations. 3. Obligation to Cooperate. The grantee must cooperate with CNCS so that CNCS can ensure compliance with the civil rights statutes and implementing regulations. The grantee shall permit access by CNCS during normal business hours to its books, records, accounts, staff, members, facilities, and other sources of information as may be needed to determine compliance. I. GRANT PRODUCTS 1. Sharing Grant Products. To the extent practicable, the grantee agrees to make products produced under the grant available at the cost of reproduction to others in the field. 2. Acknowledgment of Support. Publications created by members or grant- funded staff must be consistent with the purposes of the grant. The AmeriCorps logo shall be included on such documents. The grantee is responsible for assuring that the following acknowledgment and disclaimer appears in any external report or publication of material based upon work supported by this grant: "This material is based upon work supported by the Corporation for National and Community Service (CNCS) under AmeriCorps Grant No. . Opinions or points of view expressed in this document are those of the authors and do not necessarily reflect the official position of, or a position that is endorsed by, CNCS or the AmeriCorps program." J. SUSPENSION OR TERMINATION OF GRANT Regulations related to CNCS's authority to suspend or terminate this grant are contained in 45 CFR § 2540.400. In addition, a grantee may suspend or terminate assistance to one of its subgrantees, provided that such action affords the subgrantee, at a minimum, the notice and hearing rights described in 45 CFR § 2540.400. K. FIXED AMOUNT GRANTS Fixed Amount grants are not subject to the Federal Cost Principles. For Education Award programs (EAP), the fixed federal assistance amount of the grant is based on the approved and awarded number of full -time (MSYs) members specified in the award. For full -cost and Professional Corps Fixed Amount grants, the fixed federal assistance amount of the grant is 23 based on the approved and awarded numbers of full -time members and the members' completion of their terms of service. For EAPs, the final amount of grant funds that the grantee may retain is dependent upon the grantee's notifying CNCS's National Service Trust of the members that it has enrolled. All EAP members must carry out activities to achieve the specific project objectives as approved by CNCS. At closeout, CNCS will calculate the final amount of the grant based on Trust documentation. CNCS will recover any amounts drawn down by the grantee in excess of the final grant amount allowed based on member selection documentation in the My AmeriCorps Portal. For all other Fixed Amount grants, the grantee may draw funds from the HHS Payment Management System based on the number of members who complete a full term of service or if the member leaves before completing service, a pro -rated amount based on hours served. Full -cost and Professional Corps programs may draw up to 20% of the funds within the first two months to cover start-up costs (recruitment and application, training, criminal history checks, etc.); however, total funds drawn should be based on the number of members on board at the time and the percentage of hours completed. Annually and at closeout, CNCS will calculate the final amount of the grant for the year or entire project period (at closeout) based on the number of successfully completed terms of service (as certified by the program) as well as the hours served that were not certified as successfully completed. L. TRAFFICKING IN PERSONS This grant is subject to requirements of Section 106(g) of the Trafficking Victims Protection Act of 2000, as amended (22 U.S.C. § 7104). 1. Provisions applicable to a recipient that is a private entity. a. You as the grantee and your employees may not: i. Engage in severe forms of trafficking in persons during the period of time that the grant is in effect; ii. Procure a commercial sex act during the period of time that the grant is in effect; or iii. Use forced labor in the performance of the grant. b. We as the federal awarding agency may unilaterally terminate this grant, without penalty, if it, i. Is determined you have violated a prohibition in paragraph (a.) of this grant term; or ii. Has an employee who is determined by the agency official authorized to terminate the grant to have violated a prohibition in paragraph (a.) of this grant term through conduct that is either: (a.) Associated with performance under this grant; or (b.) Imputed to you using the standards and due process for imputing the conduct of an individual to an organization that are provided in 2 CFR Part 180, "OMB guidelines to Agencies on Governmentwide Debarment 24 and Suspension (Non- procurement)," as implemented by our agency at 2 CFR Part 2200. 2. Provisions applicable to a grantee other than a private entity. We as the federal awarding agency may unilaterally terminate this grant, without penalty, if it — a. Is determined to have violated an applicable prohibition of paragraph (1.)(a.) of this grant term; or b. Has an employee who is determined by the agency official authorized to terminate the grant to have violated an applicable prohibition in paragraph (1)(a.)(i.) of this grant term through conduct that is — i. Associated with performance under this grant; or ii. Imputed to you using the standards and due process for imputing conduct of an individual to an organization that are provided in 2 CFR Part 180, "OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement)," as implemented by our agency at 2 CFR Part 2200. 3. Provisions applicable to any grantee. a. You must inform us immediately of any information you receive from any source alleging a violation of a prohibition in paragraph (1.)(a.) of this grant term. b. Our right to terminate unilaterally that is described in paragraph (1.) and (2.) of this section: i. Implements section 106(g) of the Trafficking Victims Protection Act of 2000 (TVPA), as amended (22 U.S.C. 7104(g)), and ii. Is in addition to all other remedies for noncompliance that are available to us under this grant. c. You must include the requirements of paragraph (1.)(a.) of this grant term in any sub - grant you make to a private entity. 4. Definitions. For purposes of this grant term: a. "Employee" means either: i. An individual employed by you or a subgrantee who is engaged in the performance of the project or program under this grant; or ii. Another person engaged in the performance of the project or program under this grant and not compensated by you including, but not limited to, a volunteer or individual whose service are contributed by a third part as an in -kind contribution toward cost sharing or matching requirements. b. "Forced labor" means labor obtained by any of the following methods: the recruitment, harboring, transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery. c. "Private entity ": i. Means any entity other than a State, local government, Indian tribe, or foreign public entity, as those terms are defined in 2 CFR § 175.25. 25 ii. Includes: (a.) A nonprofit organization, including any non - profit institution of higher education, hospital, or tribal organization other than one included in the definition of Indian tribe at 2 CFR § 175.25(b). (b.) A for - profit organization. d. "Severe forms of trafficking in persons," "commercial sex act," and "coercion" have the meanings given at section 103 of the TVPA, as amended (22 U.S.C. § 7102). M. CENTRAL CONTRACTOR REGISTRATION (CCR) and UNIVERSAL IDENTIFIER REQUIREMENTS 1. Requirement for Central Contractor Registration (CCR): Unless you are exempted from this requirement under 2 CFR § 25.110, you as the recipient must maintain the currency of your information in the CCR until you submit the final financial report required under this award or receive the final payment, whichever is later. This requires that you review and update the information at least annually after the initial registration, and more frequently if required by changes in your information or another award term. 2. Requirement for Data Universal Numbering System (DUNS) Numbers. If you are authorized to make subawards under this award, you: a. Must notify potential subrecipients that no entity (see definition in paragraph 3. of this award term) may receive a subaward from you unless the entity has provided its DUNS number to you. b. May not make a subaward to an entity unless the entity has provided its DUNS number to you. 3. Definitions. For purposes of this award term: a. Central Contractor Registration (CCR) means the Federal repository into which an entity must provide information required for the conduct of business as a recipient. Additional information about registration procedures may be found at the CCR Internet site (currently at https: / /www.sam.gov /portal /public /SAM /). b. Data Universal Numbering System (DUNS) number means the nine -digit number established and assigned by Dun and Bradstreet, Inc. (D &B) to uniquely identify business entities. A DUNS number may be obtained from D &B by telephone (currently 866- 705 -5711) or the Internet (currently at http: / /fedgov.dnb.com /webform). c. Entity, as it is used in this award term, means all of the following, as defined at 2 CFR part 25, subpart C: i. A Governmental organization, which is a State, local government, or Indian Tribe; ii. A foreign public entity; iii. A domestic or foreign nonprofit organization; iv. A domestic or foreign for - profit organization; and 26 v. A Federal agency, but only as a subrecipient under an award or subaward to a non - Federal entity. d. Subaward: i. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. ii. The term does not include your procurement of property and services needed to carry out the project or program (for further explanation, see Sec. - -- -.210 of the attachment to OMB Circular A -133, "Audits of States, Local Governments, and Non - Profit Organizations "). iii. A subaward may be provided through any legal agreement, including an agreement that you consider a contract. e. Subrecipient means an entity that: i. Receives a subaward from you under this award; and ii. Is accountable to you for the use of the Federal funds provided by the subaward. N. TRANSPARENCY ACT REQUIREMENTS (for Grants and Cooperative Agreements of $25,000 or More) Reporting Subawards and Executive Compensation: 1. Reporting of first -tier subawards. a. Applicability. Unless you are exempt as provided in paragraph 4, below, you must report each action that obligates $25,000 or more in Federal funds for a subaward to an entity (see definitions in paragraph 5. of this award term). b. Where and when to report. i. You must report each obligating action described in paragraph 1.a. of this award term to http: / /www.fsrs.gov. ii. For subaward information, report no later than the end of the month following the month in which the obligation was made. (For example, if the obligation was made on November 7, 2010, the obligation must be reported by no later than December 31, 2010.) c. What to report. You must report the information about each obligating action that the submission instructions posted at http: / /www.fsrs.gov specify. 2. Reporting Total Compensation of Recipient Executives. a. Applicability and what to report. You must report total compensation for each of your five most highly compensated executives for the preceding completed fiscal year, if -- i. the total Federal funding authorized to date under this award is $25,000 or more; ii. in the preceding fiscal year, you received- - (a.) 80 percent or more of your annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR § 170.320 (and subawards); and 27 (b.) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR §170.320 (and subawards); and iii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. §§ 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http: / /www.sec.gov /answers /execomp.htm.) b. Where and when to report. You must report executive total compensation described in paragraph (2.)(a.) of this award term: i. As part of your registration profile at https: / /www.sam.gov /portal /public /SAM /. ii. By the end of the month following the month in which this award is made, and annually thereafter. 3. Reporting of Total Compensation of Subrecipient Executives. a. Applicability and what to report. Unless you are exempt as provided in paragraph 4. of this award term, for each first -tier subrecipient under this award, you shall report the names and total compensation of each of the subrecipient's five most highly compensated executives for the subrecipient's preceding completed fiscal year, if -- i. in the subrecipient's preceding fiscal year, the subrecipient received- - (a.) 80 percent or more of its annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR § 170.320 (and subawards); and (b.) $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to the Transparency Act (and subawards; and ii. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. §§ 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http: / /www.sec.gov /answers /execomp.htm.) b. Where and when to report. You must report subrecipient executive total compensation described in paragraph 3.a. of this award term: i. To the recipient. ii. By the end of the month following the month during which you make the subaward. For example, if a subaward is obligated on any date during the month of October of a given year (i.e., between October 1 and 31), you must report any required compensation information of the subrecipient by November 30 of that year. 4. Exemptions. If, in the previous tax year, you had gross income, from all sources, under $300,000, you are exempt from the requirements to report: a. Subawards, and 28 b. The total compensation of the five most highly compensated executives of any subrecipient. 5. Definitions. For purposes of this award term: a. Entity means all of the following, as defined in 2 CFR Part 25: i. A Governmental organization, which is a State, local government, or Indian tribe; ii. A foreign public entity; iii. A domestic or foreign nonprofit organization; iv. A domestic or foreign for - profit organization; v. A Federal agency, but only as a subrecipient under an award or subaward to a non - Federal entity. b. Executive means officers, managing partners, or any other employees in management positions. c. Subaward: i. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. ii. The term does not include your procurement of property and services needed to carry out the project or program (for furtherexplanation, see Sec. - - -- .210 of the attachment to OMB Circular A -133, "Audits of States, Local Governments, and Non- Profit Organizations "). iii. A subaward may be provided through any legal agreement, including an agreement that you or a subrecipient considers a contract. d. Subrecipient means an entity that: i. Receives a subaward from you (the recipient) under this award; and ii. Is accountable to you for the use of the Federal funds provided by the subaward. e. Total compensation means the cash and noncash dollar value earned by the executive during the recipient's or subrecipient's preceding fiscal year and includes the following (for more information see 17 CFR § 229.402(c)(2)): i. Salary and bonus. ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments. iii. Earnings for services under non - equity incentive plans. This does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all salaried employees. iv. Change in pension value. This is the change in present value of defined benefit and actuarial pension plans. v. Above - market earnings on deferred compensation which is not tax - qualified. vi. Other compensation, if the aggregate value of all such other compensation (e.g. severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property) for the executive exceeds $10,000. 29 Grant Program Civil Rights and Non - Harassment Policy The Corporation for National and Community Service (CNCS) has zero tolerance for the harassment of any individual or group of individuals for any reason. CNCS is committed to treating all persons with dignity and respect. CNCS prohibits all forms of discrimination based upon race, color, national origin, gender, age, religion, sexual orientation, disability, gender identity or expression, political affiliation, marital or parental status, or military service. All programs administered by, or receiving Federal financial assistance from CNCS, must be free from all forms of harassment. Whether in CNCS offices or campuses, in other service - related settings such ' as training sessions or service sites, or at service - related social events, such harassment is unacceptable. Any such harassment, if found, will result in immediate corrective action, up to and including removal or termination of any CNCS employee or volunteer. Recipients of Federal financial assistance, be they individuals, organizations, programs and/ or projects are also subject to this zero tolerance policy. Where a violation is found, and subject to regulatory procedures, appropriate corrective action will be taken, up to and including termination of Federal financial assistance from all Federal sources. Slurs and other verbal or physical conduct relating to an individual's gender, race, ethnicity, religion, sexual orientation or any other basis constitute harassment when it has the purpose or effect of interfering with service performance or creating an intimidating, hostile, or offensive service environment. Harassment includes, but is not limited to: explicit or implicit demands for sexual favors; pressure for dates; deliberate touching, leaning over, or cornering; offensive teasing, jokes, remarks, or questions; letters, phone calls, or distribution or display of offensive materials; offensive looks or gestures; gender, racial, ethnic, or religious baiting; physical assaults or other threatening behavior; or demeaning, debasing or abusive comments or actions that intimidate. CNCS does not tolerate harassment by anyone including persons of the same or different races, sexes, religions, or ethnic origins; or from a CNCS employee or supervisor; a project, or site employee or supervisor; a non - employee (e.g., client); a co- worker or service member. I expect supervisors and managers of CNCS programs and projects, when made aware of alleged harassment by employees, service participants, or other individuals, to immediately take swift and appropriate action. CNCS will not tolerate retaliation against a person who raises harassment concerns in good faith. Any CNCS employee who violates this policy will be subject to discipline, up to and including termination, and any grantee that permits harassment in violation of this policy will be subject to a finding of non - compliance and administrative procedures that may result in termination of Federal financial assistance from CNCS and all other Federal agencies. Any person who believes that he or she has been discriminated against in violation of civil rights laws, regulations, or this policy, or in retaliation for opposition to discrimination or participation in discrimination complaint proceedings (e.g., as a complainant or witness) in any CNCS program or project, may raise his or her concerns with our Office of Civil Rights and Inclusiveness (OCRI). Discrimination claims not brought to the attention of OCRI within 45 days of their occurrence may not be accepted in a formal complaint of discrimination. No one can be required to use a program, project or sponsor dispute resolution procedure before contacting OCRI. If another procedure is used, it does not affect the 45 -day time limit. OCRI may be reached at (202) 606- 7503 (voice), (202) 606 -3472 (TTY), eona,cns.gov, or through www.nationalservice.gov. 5/1/2014 Date 30 Wendy Spencer, utive Officer a VOLUNTEER FLORIDA Attachment V Budget Revision Request LEAD AGENCY: PROGRAM: PROGRAM YEAR: DATE REVISION SUBMITTED: 2014 -2015 Original Budget Revised Budget Justification SECTION 1: Program Operating Costs CNCS I Grantee I Total ( +) Increases /( -) Decreases CNCS 1 Grantee . ( Total CNCS Grantee Total A: Personnel Expenses (list each employee and position) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $000 00.00 $0.00 5000 5 $0 OC',`? $0.00 $0.00 $000 $0.00 $0.00 $0 00 $0.00 s0.00 $000 $o.00 $0.00 $0 OC $0.00 $0.00 $000 $0.00 $0.00 $000 $0.00 $0.0o $0 OC $0.00 $0.00 $0 00 $000 $000 $0.00 $000 $0.00 $0.00 $000` $o oqd $000 i'. $0.00 $0.00 $0 OC $0.00 $0.00 $0 00 $0.00 $000 00 OC $0.00 $000 $0 00 50.00 $0.00 $0.0 $0.00 $0.00 $0 OD A. Subtotal Personnel Expenses $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 B: Personnel Fringe Benefits $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 C. Travel Staff Travel Travel to VF /CNCS Required Meetings Member Travel C. Travel SubTotal: $0.00 $000 $0.00::. $0.00 $0 00 $0.00 0000 $0 00'.; <. $0.00= $0.00 $0.00 D. Equipment E. Supplies (Itemize each supply category; add additional rows/ines as needed) Staff Office Supplies Computers Postage Member Supplies - Info /promotional items Member Attire D. Supplies Subtotal F. Contractual and Consultant Services G. Training $0.00 $0.00 $000 $0.00 S0. $0.00 $0.00 $0. $0.00 $0.00 $0. $000 $0.00 $0.00 $0.00 $0.00 $0.00 $00 $0 00 $0.00 $0.0 $0.00 $0.00 $0. $0.00 $0.00 $0. Staff Training, Member Training G. Training Subtotal: H. Evaluation $0.00 $0 00 $0.00 $0.00 $0 00'. $o 00 $0.00 $0. $0.00 $1,000.00 $0.'r 51,000. I. Other Program Operating Costs (list each cost individually; add additional rowsAines as needed) Background Checks Utilities/phone/ intemet Cell phone Operational Space I. Other Subtotal: $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 0.00 $0.00 $o.00 $0.00 $0.00 $0.00 $000 $0.00 $0.00 $0.00 $0.0C\2,-, $000 $0.00 $0.00 $000 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00' 50.00 $0.00 $0.00 $0.00 so o $0.00 $0.00 $0.00 $0.00 $0.0 @, I. 50.0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.0 $0.00 $o.00 $0.00 so.0 '` +, "I $0.00 $0.00 $0.00 $0. $0.00 $0.00 $0.00 E0. $0.00 00.00 $0.00 $0.00 $0.00 0.00 $0 0r $0 0r $0.0, $0. $0. 50.00 50.00 $0.00 $0.00 $0.00 $0.00 $0.00 s000`'. $0.00 $0.00 $0.00 $0 00 $0.00 $000 $000 00.00 $0.00 $0.00 $0.00 $o.00 $0.00 $0.00 $0.00 $0.00 $0.00 $1,000.00 $0.00 $1,000.00 $0.0 r..!........ "' $0.00 $0.00 $0.00 $0 0. t $0.00 $0.00 $000 $0.0r',?ii $0.0 $0.0 $0.00 $0.00 $0 OC $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 ' ECTION II. Member Costs A. Living Allowance Full Time (1700 hrs) Half Time (900 hrs) Reduced Half Time (675 hrs) Quarter Time (450 hrs) Minimum Time (300 hrs) A. Living Allowance Subtotal: B. Member Support Costs FICA for Members Workers Compensation Health Care B. Member Support Subtotal: SECTION II. SUBTOTAL $000 $0.00 $0.00 $0.00 $000 $0.00 $0.00 $0.00 $000 $0.00 0.00 Ea.oc $00C_ SO OC $000 $000 L. Eo.00 00.00 $000:.._ $o 00 $0 00 $000 $0 00 $0.00 50.00 $000 $0.00 $000 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.0 $o. $0. $0.00 00.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $000 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 .00 Updated: 7/6/12 VOLUNTEER FLORIDA Attachment V Budget Revision Request LEAD AGENCY: PROGRAM: PROGRAM YEAR: 2014 -2015 DALE REVISION SUBMITTED: Original Budget CNCS 1 Grantee 1 Total Budget Changes ( +) Increases /( -) Decreases CNCS 1 Grantee 1 Total Revised Budget Justification CNCS Grantee Total A. Corporation Fixed Percentage Corporation Fixed Amount $000 80.00 $0.0 Commission Fixed Amount $000 80.00 $0 0• A. Corporation/Commission Fixed Subtotal: Indirect Cost Rate $0.00 $0.00 $0.00 $000 0000 S0.00 80 00 $0.00 $0.00 00 0 ¢ $00 $o. $0.00 $0.00 $0 00 00.00 8000 80.00 00.00 $0 00 80.00 80.00 80.00 $0.0D TOTAL $1,000.00 $0.00 81.,000.0 r so.o01 sa:o01 $0.0011 81,000.00 80.00 CNCS / Grantee Share: 160.00% 0.00% 1 00.001 100 00% 000% 81,000. 100 00° Date Revkfc (fnlli .q. PR( to:bef uedeputkiy Volunteer Fldrid0 stfl G0IY) Date Revision Request received by Volunteer Florida: VF APPROVAL BY: Date Revision Request Approved by Volunteer Florida: Updated. 7/6/12 Exhibit VI AMENDMENT # This amendment is made BETWEEN The Florida Commission on Community Service 3800 Esplanade Way, Suite 180 Tallahassee, Florida 32311 referred to herein as the "Commission" AND INSERT LEAD AGENCY NAME ADDRESS CITY, STATE, ZIP referred to herein as the "Provider" amends 2014 -2015 Contract for (Insert Program Name) 1. Section , Paragraph is hereby amended to read: 2. This amendment shall begin on , or on the date on which the amendment has been signed by both parties, whichever is later. 3. All provisions in the contract and any attachments thereto in conflict with this amendment shall be and are hereby changed to conform with this amendment. 4. All provisions not in conflict with this amendment are still in effect and are to be performed at the level specified in the contract. 5. This amendment and all its attachments are hereby incorporated into and made a part of the above cited contract. IN WITNESS THEREOF, the parties hereto have caused this contract to be executed by their undersigned officials as duly authorized. PROVIDER Countersigned: CITY OF CLEARWATER, FLORIDA By: George N. Cretekos William B. Horne II Mayor City Manager Approved as to form: Attest: Robert J. Surette Assistant City Attorney Rosemarie CaII City Clerk COMMISSION THE FLORIDA COMMISSION ON COMMUNITY SERVICE d /b /a VOLUNTEER FLORIDA By: Date: Chester W. Spellman Chief Executive Officer VOLUNTEER FLORIDA Invoice Attachment VII LEGAL APPLICANT (LEAD AGENCY): PROGRAM: INVOICE DATES: TO PROGRAM YEAR: 2014 -2015 CURRENT MONTH EXPENSES CNCS Grantee Total SECTION 1: Program Qpsrating Costs A. Personnel Expenses (list each employee by last name, first name initial and position title) $0.00 $0 00 $0.00 $0.00 $0.00 $0.00 A. Subtotal Personnel Expenses Moo moo $o.00 B. Personnel Fringe Benefits FICA $0.00 Health $0.00 Other 30.00 B. Subtotal Personnel Fringe Benefits 30.00 30.00 30.00 C. Travel Staff Travel $0.00 Member Travel $0.00 C. Subtotal Travel Moo moo 30.00 D. Equipment (list each item of equipment seperately; must be $5,000 or more) $0.00 $0.00 D. Subtotal Equipment Moo so.00 30.00 E. Supplies (be very specific and itemize; please add rows or change the items below as needed) Staff Office Supplies $0.00 Postage $0.00 Printing $0.00 Member Supplies 30.00 E. Subtotal Supplies 30.00 moo 30.00 F. Contractual and Consultant Services (list each consultant seperately) $0.00 $0.00 G. Subtotal Contractual and Consultant Services 30.00 so.00 30.00 G. Training Staff Training 30.00 Member Training $0.00 G. Subtotal Training 30.00 30.00 Moo H. Evaluation 30.00 H. Subtotal Evaluation moo $o.00 30.00 1. Other Program Operating Costs (list each cost individually; add rows as needed) Background Checks $0.00 Rent $0.00 Utilities $0.00 Member Service Gear $0.00 $0.00 I.Subtotal Other Program Operating Costs Woo $0.00 30.00 SEC . PROGRAM OPERATING COSTS SUBTOTAL moo moo moo SECTION II. Member Costs A. Living Allowance Full Time (1700 hrs) $0.00 30.00 $0.00 Half Time (900 hrs) $0.00 $0.00 $0.00 Reduced Half Time (675 hrs) $o.00 $0.00 $0.00 Quarter Time (450 hrs) $o.00 $0 00 $0.0o Minimum Time (300 hrs) $0.00 30.00 30.00 A. Living Allowance Subtotal: 30.00 30.00 30.00 B. Member Support Costs FICA for Members $0.00 $0.00 $0.00 Workers Compensation $o.00 $0.00 $0.00 Health Care $0 00 $0 00 $0.00 B. Member Support Subtotal: 30.00 30.00 30.00 SECTION II. MEMBER COSTS SUBTOTAL moo 30.00 moo A. Corporation Fixed Amount $0.00 $0.00 $0.00 B. Federall A• .roved Indirect Cost Rate 30.00 $0.00 $0.00 $o.00 $0.00 30.00 Effective: 7/6/12 VOLUNTEER FLORIDA Invoice Worksheet Attachment VII LEGAL APPLICANT (LEAD AGENCY): PROGRAM: INVOICE DATES: TO PROGRAM YEAR: 2014 -2015 CURRENT MONTH EXPENSES CNCS l Grantee Total TOTAL PER AMOUNTS: so.00 so.00 so.00 CNCS / Grantee Share: #DIV/0' #DIV/0' #DIV/OI Commission Fixed Rate (payable to VF; VF will draw down; do not include in total PER Amount) $0.00 APPROVED BY (must be typed or signed by program) : Date PER sent to Volunteer Florida: Effective: 7/6/12 Exhibit VIII Volunteer Florida National Criminal History Check Status Form This National Service Background Check Status Form must be completed and submitted to VF Finance Office with the first monthly financial report. National Sex Offender Public Registry (NSOPR) must be completed prior to any member or staff serving with or without accompaniment. Failure to submit this form may result in withholding of reimbursement. Lead Agency: AmeriCorps Program Name: Program Director: Program Start Date: INSTRUCTIONS 1. Please add each staff member (listed in Section A. of budget narrative), funded through AmeriCorps CNCS share or grantee share. 2. Please add each AmeriCorps member for the current program year. 3. Indicate the following: a. If the check has been completed by typing "COMPLETED" b. If the check has been initiated by typing "INITIATED" c. The date the check was completed and /or initiated Name (Last Name, First Name) Position Title Hire /Enrollment Date FBI Fingerprint Criminal History Check National Sex Offender Public Registry State of Residency Criminal History Check Doe, Jane Member 9/1/14 COMPLETED 9/15/14 COMPLETED 8/31/14 COMPLETED 9/15/14 Exhibit VIII Revised 07 -18 -2014 Exhibit VIII Name (Last Name, First Name) Position Title Hire /Enrollment Date FBI Fingerprint Criminal History Check National Sex Offender Public Registry State of Residency Criminal History Check Exhibit VIII Revised 07 -18 -2014 Exhibit VIII certify that this information is accurate and correct. I understand that incorrect information could result in the Commission recouping any costs associated with the individual member or staff in question, including travel costs, training expenses, living allowances, salaries etc. Signature Date Exhibit VIII Revised 07 -18 -2014 Monthly Financial Report Exhibit IX 1 Organizational Element to which Report is Submitted Volunteer Florida 2. Federal Grant or Other Identifying Number Assigned by Volunteer Florida Page of 1 ( 1 3. Recipient Organization (Name and complete address, including ZIP code) 4a. DUNS Number 4b. EIN 5. Recipient Account Number or Identifying Number 6. Report Type ❑Monthly ❑Final 7. Basis of Accounting ❑ Cash ❑ Accrual 8. Project /Grant Period From: (Month, Day, Year) To: (Month, Day, Year) 9. Reporting Period End Date (Month, Day, Year) 10. Transactions (Use lines a -c for single or multiple grant reporting) Federal (Volunteer Florida) Cash a. Cash Receipts b. Cash Disbursements c. Cash on Hand (line a minus b) (Use lines d -o for single grant reporting) Federal (Volunteer Florida) Expenditures and Unobligated Balance d. Total Federal funds authorized e. Federal share of expenditures f. Federal share of unliquidated obligations g. Total Federal share (sum of lines e and f) h. Unobligated balance of Federal funds (lined minus g) Grantee Share i. Total Grantee share required j. Grantee share of expenditures k. Remaining Grantee share to be provided (line i minus j) Program Income I. Total Federal program income earned m. Program income expended in accordance with the deduction alternative n. Program income expended in accordance with the addition alternative o. Unexpended program income (line I minus line m or line n) 1 Indirect Expense 1. a. Type: b. Rate c. Period Frc e. Base f. punt CI Id 1 Federal hare 12. Remarks: Attach any explanations deemed necessary or information required by Federal sponsoring agency in compliance with goveming legislation: No federal funds other than funds from CNCS were used to carry out the program(s) funded under this grant 13. Certification: I certify to the best of my knowledge and belief that the report is true, complete, and accurate and the expenditures, disbursements and cash receipts are for the purpos forth in the award documents. I am aware that any false, fictitious, or fraudulent information may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 18, Section a. Typed or Printed Name and Title of Authorized Certifying Official c. Telephone (Area code, number and extension) b. Signature of Authorized Certifying Official d. Email Address e. Date Report Submitted (Month, Day, Year) 4. Agency use cpiyr Lead Agency: Program Name: Contract Number: Contract Period: Volunteer Florida 2014 -2015 Property/Equipment Inventory List Cumulative inventory list of all property, regardless of purchase date, that has a purchase price of $500 or more bought with funds provided through this subcontract with the Commission. This includes all computers, desktops and laptop computers, and speciality software other than Windows and Microsoft Office Suite, regardless of the acquisition cost or value. Inventory Number Property Description Serial Number Acquisition Date Original Cost Condition Dispositon Notes Grand Total Exhibit X 7/30/2014 VOLUNTEER FLORIDA'S ANNUAL AMERICORPS PROGRAM /CONTRACT CLOSEOUT CHECKLIST 2014 -2015 CONTRACT YEAR PROGRAM NAME: INSTRUCTIONS TO THE PROGRAM DIRECTOR: Please initial beside each applicable line item once the task has been completed, indicate "N /A" for any line item that is not applicable, have the Executive Director or designated authority of your agency sign the certification located at the bottom, and then return the completed form (with the required attachments) to your Volunteer Florida Program Manager. • • CLOSEOUT TASKS REQUIRED FOR ALL AMERICORPS PROGRAMS ENDING THE 2014 -2015 CONTRACT YEAR: Mid -year Member Evaluation Forms, End -of -year Member Evaluation Forms, and Member Exit Forms have been completed for each member and each have been filed in the appropriate member's file. All Members have been exited on the AmeriCorps Portal with up -to -date contact information (name, email, phone /cell number). All Member issues, including those related to an approved national on -line reporting system, have been satisfactorily resolved. All Members have been provided information on obtaining their educational award including the number and website to the Trust office. All Member timesheets have been audited to ensure accuracy and document that the AmeriCorps Member met all requirements to earn post service benefits. All Progress Reports (including final data) has been completed utilizing an approved Volunteer Florida form. The organization's final report of the 2014 -2015 Performance Measures is accurate. Performance Measurement documentation and records are already on file. The organization agrees to ensure the adequate maintenance and proper retention of the same, as required for audit purposes (retained for a period of six years). The organization has completed the online 2014 -2015 AmeriCorps Program Annual Survey, accurately reporting additional program impact. Final Invoice has been reviewed for compliance with the contractually agreed to match requirements and subsequently has been approved and submitted on an approved Volunteer Florida form. NOTE: If match requirements were NOT satisfied, the final reimbursement amount may be reduced accordingly. Final expenses, as reported on the Final Invoice, agree with and have been accurately captured on the Program's general ledger and accounting system. All asset and liability accounts applicable to the Program have been properly adjusted to reflect a $0 balance. All staff member time charged to the grant (including in -kind) is documented and appropriately stored according to OMB requirements. All equipment or supplies having an aggregate value of $500 or greater, that were purchased with grant funds have been properly reported to Volunteer Florida. Please use VF Property Inventory Listing. Page 1 of 3 VOLUNTEER FLORIDA'S ANNUAL AMERICORPS PROGRAM /CONTRACT CLOSEOUT CHECKLIST 2014 -2015 CONTRACT YEAR PROGRAM NAME: ADDITIONAL CLOSEOUT TASKS REQUIRED FOR ONLY THOSE PROGRAMS / SITES NOT CONTINUING BEYOND THIS CONTRACT YEAR: All equipment and supplies that were purchased with grant funds have been distributed in accordance with the instructions provided by Volunteer Florida. All individual accounts (deposit, accounting, or otherwise), established or maintained with grant funds, have been closed. All agreements, equipment rental contracts, Program specific insurance policies, etc., that were established or maintained with grant funds have been canceled, effective no later than the Program's contracted expiration date, A listing of the individuals designated as the primary contacts for any future Volunteer Florida communication related to the Program has been attached to this checklist. NOTE: As a requirement of program closeout, Volunteer Florida requires each Program to attach a list including the names, titles and current contact information for at least THREE individuals who are appropriately positioned to serve as future primary contacts should Volunteer Florida require additional Program information. (examples: Chair of Board, Executive Director, and Finance Officer) Adequate provisions have been made to ensure the satisfactory maintenance and proper retention of all Program records** for the required period of 5 years, beginning with either the contracted expiration date or the final resolution date of all audit findings, whichever is later. * *Location of records: * *Contact Person for records: Page 2 of 3 VOLUNTEER FLORIDA'S ANNUAL AMERICORPS PROGRAM /CONTRACT CLOSEOUT CHECKLIST 2014 -2015 CONTRACT YEAR PROGRAM NAME: EXECUTIVE DIRECTOR CERTIFICATION: / certify that (name of agency) has, to the best of my knowledge: ➢ satisfied each of the applicable requirements indicated by my initials above, > verified that all required documents and records, including those inferred by the . applicable requirements noted herein are a /ready on file , and • agrees to ensure the adequate maintenance and proper retention of the same, as required for audit purposes. I understand that failure to produce required documentation may result in payback of federal funds. Signature of Executive Director or Designated Official For the Exclusive Use of VolunteerF /orfda Staff: Date Signed Approval for disbursement of final reimbursement is hereby granted by the Program Office; the programmatic contract file is complete and no further information is needed. Signature of applicable Program Manager Date Signed Approval for disbursement of final reimbursement is hereby granted by the Finance Office; the fiscal contract file is complete and no further information is needed. Signature of authorized Finance Staff Date Signed Page 3 of 3 VOLUNTEER FLORIDA'S ANNUAL AMERICORPS PROGRAM CONTRACT CHECKLIST 2014 -2015 CONTRACT YEAR PROGRAM NAME: INSTRUCTIONS TO THE PROGRAM DIRECTOR AND FISCAL CONTACT: Please initial beside each line item. All documents are due on or before 30 days after the execution of the 2014-20145 contract. DOCUMENTATION REQUIRED FOR ALL AMERICORPS PROGRAMS FOR THE 2014-2015 CONTRACT YEAR: Proof of completion of on line trainings by both the Program Director and Fiscal Contact. Refer to Section I. 1 - 2 of your contract. • Key Concepts of Financial and Grants Management • CNCS National Service Criminal History Checks _✓ Exhibit VIII must be submitted with the first monthly PER. Please note that failure to submit the Exhibit VIII will result in a delay of reimbursement. Copies of insurance policies for: • Liability • Fidelity • Property • Vehicle • Worker's Compensation Completed W -9 (All programs MUST complete this form for the 2014 -2015 contract) V Completed Vendor EFT Authorization Form (All programs MUST complete this form for the 2014 -2015 contract) ✓ Most recent audit statements. CERTIFICATION: I certify that (name of agency) has submitted the required documents as indicated by my initials above. Signature of Program Director or Fiscal Contact Date Documents Submitted to Volunteer Florida Exhibit XII Page 1 of 1 „r,u r DrmArtiMer August 18, 2014 To whom it may concern, CITY OF CLEARWATER r 0114( L lit '48. CuAn _∎ n r;, Ft t,uum 33-58-4-48 CLEMINA; t: k ,rt<r:Dcw.r,rirr'.i.645 Pt, ns, SIKH ::.(.1LARuurk.Ftt WHY 133'56 TFt.t.r'rr„At. (2') 562 -4336 I have completed the Key Concepts of Financial and Grants Management and the National Criminal History Checks Online Training on Thursday March 6, 2014. Below is the excerpt from the Financial and Grants Management summary page. "Congratulations and thank you for completing the Key Concepts of Financial and Grants Management on -line course. This course was designed to help you become more familiar with concepts and practices for the effective financial and grants management of CNCS-funded programs.” Sincerely, "a„--)/4-ek Nancy J. Miller AmeriCorps Program Coordinator Special Operations Division Clearwater Police Department 645 Pierce Street Clearwater, FL 33756 -5495 (727)562 -4142 Nancy.miller @myclearwater.com L.mr,unr 111 I, }V rnip„ • August 18, 2014 To whom it may concern, CITY OF CLEARWATER PST OFFI r H( 4748. C.LEARAtiATER, Fl (AMA 33758 -47.48 CI.F_ARwATER PoLR.E DEPARTMENT. 645 MERLE S I1 EFI . (.I E:ARW;VI FR, Fl GRID\ 33756 TELEPHONE ('27) 562 -4336 I have completed the Key Concepts of Financial and Grants Management and the National Criminal History Checks Online Training on Wednesday August 18, 2014. Below is the excerpt from the Financial and Grants Management summary page. "Congratulations and thank you for completing the Key Concepts of Financial and Grants Management on -line course. This course was designed to help you become more familiar with concepts and practices for the effective financial and grants management of CNCS-funded programs." Sincerely, en King Administrative Support Manager Support Services Division Clearwater Police Department 645 Pierce Street Clearwater, FL 33756 -5495 (727)562 -4192 Steven.King@myclearwater.com 'rp.1L EMPUr, MF.r Nf)APFINM.19T111f "13UY E51Pflil'FA